4. Data storage, backup, and sharing during a research project

This chapter covers the storage, backup, and sharing of research data during research. More permanent preservation, as well as the opening and publishing of research data, are addressed in Chapter 5.

Proper storage, backup, and sharing of research data in accordance with the requirements arising from their content are an essential part of effective data management. Secure data handling is especially important when the data includes sensitive or personal information. In addition, separate copies for active use and for backup purposes should be maintained and stored in different locations to ensure data integrity and availability

Storage and backup during research

The appropriate storage solution depends on the characteristics of the data: size, type, and the contents of the data. For example, the required amount of storage space increases with the amount of data produced.

When choosing storage space, it is also important to consider who needs access to the data and what they may do with it. Information security is the systematic safeguarding of information in a manner that keeps the information available while preventing it from falling into the wrong hands. Information security is therefore closely linked to data protection, which is addressed in Chapter 2; data security can be understood as one way of implementing data protection.

In addition to protecting personal and sensitive data, taking care of data security protects the intellectual property rights of research data (e.g. copyright and patent rights), prevents their misuse and minimises the risks of data loss or damage.

Backing up files protects against the loss of data and thus is an essential part of research data management. Although the university’s systems regularly create automatic backups, the researchers are responsible for their data, not the IT department or organization. It is therefore important to plan backups in advance, especially when making significant edits to the data.

The general 3-2-1 backup rule provides a suitable starting point also for research data:

3 copies of the data, one of which is the raw or master version that is not modified;
2 different storage types;
1 copy stored physically separate from the others.

See UEF Intranet for the backup of UEF storage solutions (requires UEF login).

Data classification

Sensitive and confidential information requires more secure storage solutions than, for example, data containing public information. In this context, the concept of data classification is used. It refers to ensuring the availability, reliability, security, and confidentiality or public access of information. Data classification is applied to all types of data, not only research data.

At the University of Eastern Finland, data materials are divided into five categories, ranging from open (5W) to secret (1R). In addition, data may also be classified as personal. Data classification helps to identify the level of protection required for the data being processed and thereby helps to prevent potential damage.

Researchers must primarily follow the data classification and data handling guidelines of their own organisation. The key guidelines of the University of Eastern Finland are available on the UEF Intranet, under Information security and the Data Classification Model and Handling Instructions sections (both require UEF login).

Sharing and transferring research data

Storing research data can be difficult when data need to be transferred between different locations, collaborators, or within research groups. When multiple researchers are involved, it is important to agree in advance on secure procedures for transferring data between all parties.

The secure transfer of data is particularly critical when personal data or other sensitive data are involved. Transferring large files may also pose practical difficulties, in which case it is advisable to contact your organisation’s IT services for support. The UEF instructions referred to in the previous section (storage and backup) provide information on the organisation’s storage services, which may also be used in collaboration with external partners.

Practical tips for transferring sensitive data:

If e-mail is used, use secure e-mail or send the data as an encrypted attachment.
Ensure that access to the data is limited strictly to the intended recipients.
Personal data may be transferred within EU and EEA member countries under the same principles as within Finland. When working with partners outside Finland, it is essential to ensure compliance with the specific national regulations governing the processing of personal data, sensitive personal data, or other sensitive data.

To consider

How do you take care of backing up your research data?
How and with whom do you share your data during research?
Where and how do store your data during the research project?

Further information

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