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Research Data Management

Active Data Storage - Best Practice

The 3-2-1 rule for data storage

  1. Keep 3 copies of important files: 1 original & 2 back-ups
  2. On 2 different storage media types, for example: hard drives, removable storage devices or cloud storage
  3. With at least 1 off-site or in cloud storage

3-2-1 Backup Rule graphic
(Image from Connecticut College's Research Data Management Guide)

Policies for Storing & Sharing Your Data

Explain how the data will be stored during the research project.

If there are different policies at different sites or stages of the project, explain each of them.

If you are collecting Personal Health Information (PHI), how are you ensuring that it is stored securely and that participants' privacy is assured?      

Note how data will be backed up and who will be responsible for the task.

Explain how the data will be shared after publication, for instance in a subject-specific or institutional repository. If PHI or other ethical issues are involved, how will those affect your data sharing plan?

If you have specific questions about storing your data correctly and safely, contact the helpdesk@trincoll.edu or security@trincoll.edu.

Storage Considerations

When selecting the proper storage solution, considerations include:

  • File size and total storage space needed
  • Whether data are sensitive or contain personal health information (PHI)
  • Who will need access
  • Cost.

Storage Type: Networked Drives

It is highly recommended that you store research data on regularly backed-up networked drives, such as file servers managed by your school, college, department or research group.

This will help ensure your data are:

  • Stored in a single place & backed up regularly
  • Available when required
  • Stored securely: minimizing risk of loss, theft or unauthorized use

For more information on file serves managed by Trinity see:

Storage Type: Cloud Storage

Cloud storage includes services like Google Drive, OwlBox, and DropBox. Cloud storage offers some distinct advantages and disadvantages to be considered:

Advantages

  • No user intervention is required
  • Remote backup maintains data offsite
  • Most provide versioning and encryption
  • They are multi-platform

Disadvantages

  • Some servers may be located outside the US
  • Restoration of data may be slow (dependent upon network bandwidth)
  • Stored data may not be entirely private (thus pre-encryption)
  • Service provider may go out of business
  • Protracted intellectual property rights/copyright/data protection licenses

For more information on the cloud-based data storage options supported at Trinity see the links below:

Storage Type: Personal Computers & Laptops

Personal computers (PCs) & laptops are convenient for temporary data storage, however should not be used for storing master copies of your data because:

  • Local drives may fail
  • PCs, laptops may be lost or stolen, leading to loss of your data

Storage Type: External Hard Drives, USBs, etc.

External storage devices such as hard drives, USB flash drives, CDs & DVDs are attractive due to low cost & portability. However, they are not recommended for long term storage of your data, especially not your master copies:

  • Their longevity is not guaranteed, especially if not stored correctly. CDs degrade & tapes shrink over time
  • Can be easily damaged, misplaced, lost
  • Errors writing to CDs & DVDs are common
  • They may not be big enough so multiple disks or drives may be needed
  • They pose a security risk

If you choose to store data on USB drives, CDs, DVDs, etc:

  • Choose high quality products from reputable manufacturers
  • Follow manufacturer instructions for care & handling, including environmental conditions & labeling
  • Regularly check the media to make sure that they are not failing
  • Periodically 'refresh' the data by copying it to a new USB flash drive or disk
  • Ensure any private or confidential data is password-protected and/or encrypted

Trinity Storage Options: More Information

For more information about storage options available at Trinity, other than those listed above, contact the helpdesk@trincoll.edu.

Suggested External Data Storage Platforms

The following data storage platforms are not provided or supported by Trinity, but may be worth considering, especially if departmental or grant funding or support is available.  Note that these are not intended to be used for the publication or preservation of data, only for the secure storage of data before and after the research is complete.

Acknowledgments

Contents adapted from 'Keeping Research Data Safe' in Research Data MANTRA [online course] created by EDINA and Data Library, University of Edinburgh.