{"id":112,"date":"2021-07-06T13:27:29","date_gmt":"2021-07-06T10:27:29","guid":{"rendered":"https:\/\/sites.uef.fi\/rdm\/?page_id=112"},"modified":"2025-07-25T09:03:57","modified_gmt":"2025-07-25T06:03:57","slug":"data-storing-during-and-after-the-research","status":"publish","type":"page","link":"https:\/\/sites.uef.fi\/rdm\/data-storing-during-and-after-the-research\/","title":{"rendered":"4. Data storage, backup and sharing during a research project"},"content":{"rendered":"\n<p><\/p>\n\n\n\n<p>This chapter covers the storage, backup, and sharing of research data during research. More permanent preservation, opening and publishing of research is discussed in Chapter 5. Proper storage, backup and sharing of research data as required by the matching protection levels is an essential part of data management. In fact, data should always be stored and shared securely, which is particularly important when the data to be transferred includes sensitive or personal data. Separate copies for active working and backup should also be stored in different locations.&nbsp;<\/p>\n\n\n\n<p><\/p>\n\n\n\t<div id=\"accordion-block_3c84900aa6be143650932c05c2d94913\" class=\"accordions\">\n\t\t\t\t\t<div class=\"accordion accordion-js\">\n\t\t\t\t<button class=\"accordion__button\" aria-controls=\"content-7218\" aria-expanded=\"false\" id=\"accordion-control-7218\">\n\t\t\t\t\t<h3 class=\"accordion__heading\" >\n\t\t\t\t\t\tStorage and backup during the research\t\t\t\t\t<\/h3>\n\t\t\t\t<\/button>\n\t\t\t\t<div class=\"accordion__content\" role=\"region\" aria-labelledby=\"accordion-control-7218\" aria-hidden=\"true\" id=\"content-7218\">\n\t\t\t\t\t<p><span class=\"TextRun Highlight SCXW200668631 BCX2\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW200668631 BCX2\" data-ccp-parastyle=\"Normal (Web)\">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. Another key concept in managing research data is data protection, which refers to the protection of personal data. Data security can be seen as one mean of implementing data protection, as <\/span><span class=\"NormalTextRun SCXW200668631 BCX2\" data-ccp-parastyle=\"Normal (Web)\">stated<\/span><span class=\"NormalTextRun SCXW200668631 BCX2\" data-ccp-parastyle=\"Normal (Web)\"> on the <a href=\"https:\/\/tietosuoja.fi\/en\/data-protection\" target=\"_blank\" rel=\"noopener\">data protection commissioner\u2019s (ombudsman) website.<\/a><\/span><\/span><\/p>\n<p><span data-contrast=\"auto\">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.<\/span><\/p>\n<p><span data-contrast=\"auto\">Every researcher should be aware of their own organisation\u2019s guidelines for data storage and data security. The guidelins of the University of Eastern Finland can be found on <a href=\"https:\/\/studentuef.sharepoint.com\/sites\/digital-services\/SitePages\/Information-security.aspx\" target=\"_blank\" rel=\"noopener\">UEF Intranet website Information security<\/a>\u00a0 (requires UEF login). <\/span><span data-contrast=\"auto\">In the section on Saving, sharing and backing up files, there are links to more detailed instructions on the Intranet, such as <a href=\"https:\/\/studentuef.sharepoint.com\/sites\/digital-services\/SitePages\/File-storage-and-backup.aspx\" target=\"_blank\" rel=\"noopener\">File Storage and backup<\/a>.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559740&quot;:240}\">\u00a0<\/span><\/p>\n<p><span class=\"TextRun Highlight SCXW151657523 BCX2\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\">The <\/span><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\">appropriate storage<\/span><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\"> solution depends on the characteristics of the data: size, type, and the sensitivity or confidentiality of the data. Sensitive and confidential data require more secure storage solutions than data <\/span><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\">containing<\/span><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\"> public information. At UEF, data is classified by three protection levels (high protection level, base protection level, and public information) which define where the material can be stored and how it must be protected<\/span><span class=\"NormalTextRun SCXW151657523 BCX2\" data-ccp-parastyle=\"Normal (Web)\">.<\/span><\/span><\/p>\n<p><span data-contrast=\"auto\">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.<\/span><span data-contrast=\"auto\"><br \/>\n<\/span><\/p>\n<p><span data-contrast=\"auto\"><strong>Backing up<\/strong> files protects against the loss of data and thus forms an essential part of research data management.\u00a0 Although the university\u2019s systems regularly create automatic backups, the researcher themself is responsible for the materials, not the IT department or organization. It is therefore important to plan backups in advance, in particular when making significant edits to the data.<\/span><\/p>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\n\n\t<div id=\"accordion-block_76acb744711541354329fec6db5a2191\" class=\"accordions\">\n\t\t\t\t\t<div class=\"accordion accordion-js\">\n\t\t\t\t<button class=\"accordion__button\" aria-controls=\"content-9565\" aria-expanded=\"false\" id=\"accordion-control-9565\">\n\t\t\t\t\t<h3 class=\"accordion__heading\" >\n\t\t\t\t\t\tSharing and transferring research data\t\t\t\t\t<\/h3>\n\t\t\t\t<\/button>\n\t\t\t\t<div class=\"accordion__content\" role=\"region\" aria-labelledby=\"accordion-control-9565\" aria-hidden=\"true\" id=\"content-9565\">\n\t\t\t\t\t<p><span data-contrast=\"auto\">Storing research data can be difficult if the data have to be moved between different locations, collaborators or within research groups. If several researchers are involved, create a plan with your collaborators to ensure you have a safe method for transferring data between the parties. If personal data or otherwise sensitive data is transferred, it is particularly important to ensure that the transfer is secure and confidential.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Transferring large files can also be problematic. It is advisable to contact your organisation&#8217;s IT services in these situations. The UEF instructions mentioned in the previous section (storage and backup) contain information about the organisation\u2019s storage services, which may also be used with external partners.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Here are some practical tips for transferring sensitive data:<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/p>\n<ul>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"25\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><span data-contrast=\"auto\">If you use e-mail for transfer, use secure e-mail or send the data as an encrypted attachment<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/li>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"25\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"4\" data-aria-level=\"1\"><span data-contrast=\"auto\">Make sure that only the designated recipients gain access to the data<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/li>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"25\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}\" data-aria-posinset=\"5\" data-aria-level=\"1\"><span data-contrast=\"auto\">Personal data may be transferred to EU and EEA member countries with the same principles as within Finland, but with international partners, the specific regulations of each country concerning the processing of personal data, sensitive personal data or other sensitive data must be ensured.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:true,&quot;134233118&quot;:true,&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:240}\">\u00a0<\/span><\/li>\n<\/ul>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"640\" height=\"425\" src=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2021\/08\/MaxPixel.net-Data-Archive-CC0-1.jpg\" alt=\"\" class=\"wp-image-649\" style=\"width:424px;height:282px\" srcset=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2021\/08\/MaxPixel.net-Data-Archive-CC0-1.jpg 640w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2021\/08\/MaxPixel.net-Data-Archive-CC0-1-300x199.jpg 300w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"1024\" src=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2023\/08\/light-bulb-g9f137c171_1280-1024x1024.png\" alt=\"\" class=\"wp-image-1377\" style=\"width:96px;height:auto\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">To consider<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>How do you take care of backing up your research data?<\/li>\n\n\n\n<li>How and with whom do you share your data during research?<\/li>\n\n\n\n<li>Where and how do store your data during the research project?<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\t<div id=\"accordion-block_8e42cc8eda097b30620c0a0f0e974718\" class=\"accordions\">\n\t\t\t\t\t<div class=\"accordion accordion-js\">\n\t\t\t\t<button class=\"accordion__button\" aria-controls=\"content-7001\" aria-expanded=\"false\" id=\"accordion-control-7001\">\n\t\t\t\t\t<h3 class=\"accordion__heading\" >\n\t\t\t\t\t\tFurther information\t\t\t\t\t<\/h3>\n\t\t\t\t<\/button>\n\t\t\t\t<div class=\"accordion__content\" role=\"region\" aria-labelledby=\"accordion-control-7001\" aria-hidden=\"true\" id=\"content-7001\">\n\t\t\t\t\t<p><a href=\"https:\/\/www.fsd.tuni.fi\/en\/services\/data-management-guidelines\/data-formats-and-software\/\" target=\"_blank\" rel=\"noopener\">File formats and software <\/a>(Data Management Guidelines, Finnish Social\u00a0 Science Data Archive)<\/p>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\n\n\n<p><\/p>\n\n\n\n<p><sup>(2024-06)<\/sup><\/p>\n\n\n\n<p><a href=\"https:\/\/sites.uef.fi\/rdm\/documentation-and-metadata\/\"><img loading=\"lazy\" decoding=\"async\" width=\"1280\" height=\"1280\" class=\"wp-image-2715\" style=\"width: 20px\" src=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700.png\" alt=\"\" srcset=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700.png 1280w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700-300x300.png 300w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700-1024x1024.png 1024w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700-150x150.png 150w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2024\/05\/app-1646214_1280-e1716882091700-768x768.png 768w\" sizes=\"auto, (max-width: 1280px) 100vw, 1280px\" \/><\/a><sub><strong>Previous: 3. Describing research data<\/strong><\/sub><\/p>\n\n\n\n<p class=\"has-text-align-right\"><sub><strong>Next: 5. After the research <\/strong><\/sub><a href=\"https:\/\/sites.uef.fi\/rdm\/sharing-research-data\/\"><img decoding=\"async\" class=\"wp-image-2379\" style=\"width: 20px\" src=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2023\/09\/app-1646214_1280.png\" alt=\"\"><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This chapter covers the storage, backup, and sharing of research data during research. More permanent preservation, opening and publishing of research is discussed in Chapter 5. Proper storage, backup and sharing of research data as required by the matching protection levels is an essential part of data management. In fact, data should always be stored [&hellip;]<\/p>\n","protected":false},"author":625,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-112","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>4. Data storage, backup and sharing during a research project - Basics of Research Data Management<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/sites.uef.fi\/rdm\/data-storing-during-and-after-the-research\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"4. 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