Protect your data and keep it safe
It is recommended that researchers work with IT Services to identify storage requirements that may exceed that offered by the institution, and include costs in grant applications were possible
All University research data should be stored on safe and secure storage during a research project. A storage system shall be deemed safe and secure if it can deliver, as a minimum, all of the following functions:
- Suffer the loss of a single computer disk with no operational downtime
- Ensure that only authorised individuals may access the data
- Other than when housed securely within the University encrypt the data
- To guard against possible human error provide a means of recovery of files on a daily basis for the previous month and on a monthly basis for up to one year
- In the event of a catastrophic system failure caused either by human, systemic or environmental factors allow for the restoration of the data from an external backup source.
The University’s main storage services are compliant with this policy and it is these services offered from the NAS device that is normally presented as the familiar M and U drives. The NAS is the preferred location for all research data. In the event of a researcher wishing to use a location other than the preferred location the IT Services department of the University shall determine if that storage system is deemed to comply with these requirements.
Is a process of selecting which data should be retained for the long term, this involves assessing the data for:
- Relevance to Mission
- Scientific or Historical Value
- Potential for Redistribution
- Economic Case
- Full Documentation included with data
- Funder requirements
Useful information: How to Appraise & Select Research Data for Curation. Angus Whyte, Digital Curation Centre, and Andrew Wilson, Australian National Data Service (2010) http://www.dcc.ac.uk/resources/how-guides/appraise-select-data
Many funders require preservation of data for 10+ years. The University’s RDM Policy states that all research data should be held for a minimum of 5 years.
If the data can be shared openly, with or without restrictions on access, the data should be held on a national repository or the University’s Data Repository [More]
If the data cannot be shared openly, IT Services can provide costs for secure long term archiving of the data, contact email@example.com for more information
Preservation needs to be considered as early as possible as part of data management planning – what preservation requirements will you need to meet, and how will you do it? Preservation goes beyond (immediate) storage issues because:
- Storage media (particularly portable) is at risk of degrading and materials being lost
- Backing-up means keeping data available in the short term but saving your data in one or more places does not guarantee its longevity
- Preservation means active management in the long-term
- Your data may become incompatible with future software File format changes, making them unreadable
- Data may become unintelligible if no supporting documentation has survived
- Files may be altered when opened with new software so that they are no longer be understandable or reliable for continued research
- Access control needs to be considered to ensure that final versions of data are not changed, accidentally or deliberately.
Records management is a process for the systematic management of all records and the information and data that they contain.
Records are outputs that record the business and administrative transactions of the university, its members of staff, and students. The University Registrar has overall responsibility for the management of records. Read more at: www.bangor.ac.uk/planning/RMFAQs.php.en#management