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Research Data Management

Good research starts with good data. This guide will help you understand how to organize, store, protect, and share your data throughout your research journey.

Data Storage, Backup, and Security

Data Storage, Backup, and Security are critical components of Research Data Management (RDM), ensuring that research data is preserved, accessible, and protected throughout the research lifecycle.

Common Practices

Short-term Storage vs. Long-term Preservation

Understanding the difference between short-term storage and long-term preservation is crucial for managing your research data effectively:

⚡

Short-term Storage

Data kept during the active phase of research. Intended for frequent access, updates, and modifications.

💡 Example:

Keeping data on your personal laptop or institutional shared drives during active research.

🏛️

Long-term Preservation

Securely storing data for extended periods (years or decades). Must remain accessible and usable.

💡 Example:

Depositing finalized datasets into institutional repositories or archiving them in data repositories like Zenodo or Dryad for future reuse.

Local vs. Cloud Storage

Choosing between local and cloud storage depends on your project's needs and resources:

💻

Local Storage

✅ Advantages:

  • • Immediate and high-speed access
  • • Direct control over your data

❌ Disadvantages:

  • • Risks of hardware failure, theft, or disasters

💡 Example:

Storing data on personal laptops or external USB drives.

☁️

Cloud Storage

✅ Advantages:

  • • Remote access from any location
  • • Easier collaboration
  • • Automatic backups

❌ Disadvantages:

  • • Potential security concerns
  • • Reliance on internet connectivity
  • • Recurring subscription fees

💡 Example:

Using services like institutional Google Drive, OneDrive, or Dropbox.

Storage Options

Reliable options for storing your data:

🏢

Institutional Servers

Managed by your institution, offering secure environments with regular backups and technical support.

Click to expand
💽

External Drives

Portable, convenient for manual backups. Should always be encrypted and stored securely to prevent unauthorized access.

Click to expand
☁️

Cloud Platforms

Facilitate collaboration and remote work, but must comply with institutional data security policies.

Click to expand

Backup Strategies: The 3-2-1 Rule

A robust backup strategy is vital to prevent data loss. Follow the 3-2-1 rule:

Interactive 3-2-1 Rule Demo

3

3 Copies

Maintain 3 copies of your data

📄
📄
📄
2

2 Media Types

Use at least 2 different storage media

💻
💾
☁️
1

1 Off-site

Ensure at least 1 copy is stored off-site

🌐

📋 Detailed Example:

1

Primary copy:

Original data on your working computer.

2

Secondary copy:

Regular backup on an external hard drive.

3

Tertiary copy:

Cloud backup or institutional network storage.

Encryption and Secure Data Handling

Encryption is essential for securing sensitive research data:

🛡️ Security Checklist

Use full-disk encryption

(e.g., BitLocker for Windows, FileVault for Mac)

Encrypt sensitive files individually

Especially before cloud uploads

Use secure transfer protocols

(SFTP, HTTPS)

💡 Example:

Encrypting an external hard drive with BitLocker before traveling to ensure data protection if lost or stolen.

Managing Access and Permissions

Clearly manage who can access your data:

📋 Best Practices

  • Set role-based permissions to control data access
  • Regularly update permissions to reflect team membership changes
  • Choose platforms with detailed permission settings

👥 Permission Structure

 
Principal Investigator
Full Access
 
Research Team
Limited Access
 
External Collaborators
Read-only

📊 Example Structure:

Principal Investigator (PI):

Full access and administrative rights.

Research Team:

Access limited to relevant datasets and documentation.

External Collaborators:

Read-only access to specific folders.