{"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":"2026-06-05T08:57:53","modified_gmt":"2026-06-05T05:57:53","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.&nbsp;More permanent preservation,&nbsp;as well as the&nbsp;opening and&nbsp;publishing&nbsp;of research&nbsp;data, are addressed&nbsp;in Chapter 5.&nbsp;<\/p>\n\n\n\n<p>Proper storage, backup,&nbsp;and sharing of research data&nbsp;in accordance with&nbsp;the requirements&nbsp;arising from their&nbsp;content&nbsp;are&nbsp;an&nbsp;essential&nbsp;part&nbsp;of&nbsp;effective&nbsp;data management.&nbsp;Secure data handling is especially&nbsp;important when&nbsp;the data includes&nbsp;sensitive&nbsp;or&nbsp;personal&nbsp;information.&nbsp;In addition, separate&nbsp;copies for active&nbsp;use&nbsp;and&nbsp;for&nbsp;backup&nbsp;purposes&nbsp;should be&nbsp;maintained&nbsp;and stored&nbsp;in&nbsp;different locations&nbsp;to ensure data integrity and availability<\/p>\n\n\n\n<p><\/p>\n\n\n\t<div id=\"accordion-block_052181717471ca8a2d3ad3ef1e1ea5e0\" 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-8796\" aria-expanded=\"false\" id=\"accordion-control-8796\">\n\t\t\t\t\t<h3 class=\"accordion__heading\" >\n\t\t\t\t\t\tStorage and backup during 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-8796\" aria-hidden=\"true\" id=\"content-8796\">\n\t\t\t\t\t<p>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.<\/p>\n<p>When choosing storage space, it is also important to consider who needs access to the data and what they may do with it. <strong>Information security<\/strong> 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<strong> data protection<\/strong>, which is addressed in <a href=\"https:\/\/sites.uef.fi\/rdm\/collecting-and-using-data\/\" target=\"_blank\" rel=\"noopener\">Chapter 2<\/a>; data security can be understood as one way of implementing data protection.<\/p>\n<p>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.<\/p>\n<p><strong>Backing up<\/strong> files protects against the loss of data and thus is an essential part of research data management. Although the university\u2019s 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.<\/p>\n<p>The general 3-2-1 backup rule provides a suitable starting point also for research data:<\/p>\n<ul>\n<li>3 copies of the data, one of which is the raw or master version that is not modified;<\/li>\n<li>2 different storage types;<\/li>\n<li>1 copy stored physically separate from the others.<\/li>\n<\/ul>\n<p>See UEF Intranet for the <a href=\"https:\/\/studentuef.sharepoint.com\/sites\/digital-services\/SitePages\/File-storage-and-backup.aspx#data-backups\" target=\"_blank\" rel=\"noopener\">backup of UEF storage solutions<\/a> (requires UEF login).<\/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\t<div id=\"accordion-block_a59fe1bd3fa8529b85f59a1c743076b4\" 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-317\" aria-expanded=\"false\" id=\"accordion-control-317\">\n\t\t\t\t\t<h3 class=\"accordion__heading\" >\n\t\t\t\t\t\tData classification\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-317\" aria-hidden=\"true\" id=\"content-317\">\n\t\t\t\t\t<p>Sensitive and confidential information requires more secure storage solutions than, for example, data\u00a0containing\u00a0public 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.<\/p>\n<p>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.<\/p>\n<p>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 <a href=\"https:\/\/studentuef.sharepoint.com\/sites\/digital-services\/SitePages\/Information-security.aspx\" target=\"_blank\" rel=\"noopener\">Information security<\/a> and the <a href=\"https:\/\/studentuef.sharepoint.com\/sites\/Law-procurement-and-information-management\/SitePages\/UEF-tiedonluokittelu.aspx#data-classification-model-and-data-hangling-instructions\" target=\"_blank\" rel=\"noopener\">Data Classification Model and Handling Instructions<\/a> sections (both require UEF login).<\/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\t<div id=\"accordion-block_c5d28f4c97fdb792622cbcfe8c6cac37\" 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-6802\" aria-expanded=\"false\" id=\"accordion-control-6802\">\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-6802\" aria-hidden=\"true\" id=\"content-6802\">\n\t\t\t\t\t<p>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.<\/p>\n<p>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\u2019s IT services for support. The UEF instructions referred to in the previous section (storage and backup) provide information on the organisation\u2019s storage services, which may also be used in collaboration with external partners.<\/p>\n<p><strong>Practical tips for transferring sensitive data:<\/strong><\/p>\n<ul>\n<li>If e-mail is used, use secure e-mail or send the data as an encrypted attachment.<\/li>\n<li>Ensure that access to the data is limited strictly to the intended recipients.<\/li>\n<li>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.<\/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<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<h2 class=\"wp-block-heading\"><img loading=\"lazy\" decoding=\"async\" width=\"765\" height=\"748\" class=\"wp-image-1377\" style=\"width: 150px\" src=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2023\/08\/light-bulb-g9f137c171_1280-e1716882215854.png\" alt=\"\" srcset=\"https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2023\/08\/light-bulb-g9f137c171_1280-e1716882215854.png 765w, https:\/\/sites.uef.fi\/rdm\/wp-content\/uploads\/sites\/323\/2023\/08\/light-bulb-g9f137c171_1280-e1716882215854-300x293.png 300w\" sizes=\"auto, (max-width: 765px) 100vw, 765px\" \/>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_d9d657a0018fcc91e6fbe444b986ad55\" 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-6283\" aria-expanded=\"false\" id=\"accordion-control-6283\">\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-6283\" aria-hidden=\"true\" id=\"content-6283\">\n\t\t\t\t\t<ul>\n<li><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)<\/li>\n<li><a href=\"https:\/\/en.wikipedia.org\/wiki\/File_format\" target=\"_blank\" rel=\"noopener\">File format<\/a> (Wikipedia)<\/li>\n<li><a href=\"https:\/\/www.fsd.tuni.fi\/en\/services\/data-management-guidelines\/physical-data-storage\/#backup\" target=\"_blank\" rel=\"noopener\">Backup and recovery<\/a> (Data Management Guidelines, Finnish Social\u00a0Science Data Archive)<\/li>\n<li>VENKATARAMAN, S., &amp; Moura, P. (2020). <em>Raw data, backup and versioning: What you need to know to preserve your research data<\/em>. Zenodo.<a href=\"https:\/\/doi.org\/10.5281\/zenodo.4041557\" target=\"_blank\" rel=\"noopener\"> https:\/\/doi.org\/10.5281\/zenodo.4041557<\/a><\/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><sup>(2026-06)<\/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.&nbsp;More permanent preservation,&nbsp;as well as the&nbsp;opening and&nbsp;publishing&nbsp;of research&nbsp;data, are addressed&nbsp;in Chapter 5.&nbsp; Proper storage, backup,&nbsp;and sharing of research data&nbsp;in accordance with&nbsp;the requirements&nbsp;arising from their&nbsp;content&nbsp;are&nbsp;an&nbsp;essential&nbsp;part&nbsp;of&nbsp;effective&nbsp;data management.&nbsp;Secure data handling is especially&nbsp;important when&nbsp;the data includes&nbsp;sensitive&nbsp;or&nbsp;personal&nbsp;information.&nbsp;In addition, separate&nbsp;copies for active&nbsp;use&nbsp;and&nbsp;for&nbsp;backup&nbsp;purposes&nbsp;should be&nbsp;maintained&nbsp;and stored&nbsp;in&nbsp;different locations&nbsp;to ensure data integrity and [&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 v27.5 - 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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