Your results are captured in data. However, you may not be around during your whole research career to provide the appropriate care. Any questions about Research Drive can also be asked via this form. Periodically check that no unauthorised access takes place and verify who has access to which folders and files. Once you have accepted this, the functional administrator can make you owner of the project folder and the owner can then invite (research) staff to access Research Drive. The project is a joint initiative of Cambridge University Library and the Research Operations Office. Both can be used to describe the subject of the measurementsor the settings/circumstances under which these were obtained. if I need to pay to keep the data, can I afford it. The University provides three different cloud options - OneDrive, Dropbox for Business and Google Drive - which should be accessed with your University email address (i.e. However, in any particular case, the period for which data should be retained should be determined by the specific type of research. via SURFfilesender); destroying data in a consistent and reliable manner when needed. This way there is no conflict when the files are moved to another folder and you avoid working in the wrong file without realising it. It is important not to rely on them as your only copy of important data. The results can be catastrophic for your research project, or for you personally. from funders) and document decisions made and the reasons for them. Each individual researchershould ensure that their research data is regularly backed-up and stored securely for the life of the project and throughout the minimum retention period (see tablebelow). askalibrarian@bond.edu.au Research data should be readable for machines without the need for specialised or ad hoc algorithms, translators, or mappings, but if your storage system cannot support this, then you may be limiting how far your research data can be used., Moving files from one storage space to another commonly needs to happen whether in research data or even for personal files. Learn about different measures depending on the kind of security you need: The Netherlands Code of Conduct for Research Integrity (VSNU, 2018)states that research datamust be kept for (at least) 10 years. floppy disks or audio cassettes); media on which you store your data (hard drives, cd, usb, etc.) However, sharing data with others poses risks. File formats can become obsolete for various reasons: Software / file formats are upgraded and the new version no longer works with the old version, Software that supports the format is bought out by a competitor and withdrawn, Format falls into disuse or no-one writes software to support/implement it, Format is no longer compatible with current software or is not backwards compatible with older software. When you need to share your data during research take into account the wishes of rightful claimants to the data (research subjects, co-authors, partners from industry, etc.) Handle passwords wisely. That's a lost opportunity for your research data to be reused. File format decisions should ideally be made before you start data collection. There are some good reasons why selection is worth doing: Ensure that you follow any data retention requirements outlined in yourfunder's research data policy. You have two options: You shouldstore all your data and documentation filestogether in a data package. CRICOS Provider Code 00017B | 2018 Bond University |. Software such as. You may choose to only back up certain data, or to back up files you use every day more regularly than others. If applicable, the computer code used to perform analysesand/oranexplanation of performed analyses ('methods'); A file which describesthe files in the data package and their relation should be provided. There are roughly three goals to use specific types of metadata and data documentation: Your (raw) data may consist of several files with measurements (or interviews/observations/samples/etc.). If data is moved, links are broken and your research data can no longer be found. It makes the data easier to find and understand. controlling access to restricted materials with encryption. Be consistent in the file naming of different versions, for example by adding the date (YYYY-MM-DD) in the file or the version number. a vault). AARnetis a not for profit company owned by Australian universitiesandCSIRO. Learn how to select what to keep and how to store it carefully. To help you decide what to back up and when, think about which files you would need in order to re-create or restore in the case of loss and which data are crucial for your work? Team Global Citizenship & Internationalisation. Depending on your institution, community or ministry/national policies, you may be required to implement long-term data preservation and ensure that your research data is stored in an accessible place for 10 or even more years! In your day-to-day research make sure you manage the different versions and copies of your data carefully in the following ways: As your work progresses, it is likely that youll have more and more files, all with different content. Youve done the hard work of producing your research. If you have any questions about this site, please, Frequently asked Once research data is created, it must be available for the future. University and Colleges work, Resources and support at Cambridge overview, University of Cambridge Research Data Management Policy Framework, University of Cambridge Research Data Management Policy Framework overview, Engaging Researchers in Good Data Management 2017 Conference, University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule, How the University Having a solution for preserving data for the long term can be pursued in several ways. Think about the: Documentation (human readable) and metadata (standardised, fixed fields that can take a value, computer readable)both provideinformation about the data at hand. If you have made use of data from other parties, you will have to account for them as well. Avoid using unsafe internet connections. Document your entire strategy with regard to giving file names. These types of storage solutions pose a risk of data loss if your data is not backed up. because storage costs money; storage requires effort / staff hours; storing massive amounts of data complicates finding and accessing the truly important files. The time you invest in thinking about how to organise research data and the associated data and project documentation will pay off handsomely in the long run. Having the data available in a standard format after your research project ends will increase the possibilities for reuse. A project folder is created per research project in which you can create your own folder structure or make use of a recommended folder structure. This guide is designed as an introduction to research data and the management of data for the research community at Bond University. For enabling access and use of your data by others, use a standard format for your stored files. Overwrite the files to scramble their contentsor use secure erasing software. These people can (after accepting the invitation) be given rights to the project folder or just some folders from the root folder. It must allow reuse by others and protected against loss. If necessary, secure individual files with a password; Do not provide others with your login credentials. Some Australian examples of external data storage and collaboration optionsavailable to researchers include: Queensland Cyber Infrastructure Foundation offers a range of eResearch services to help researchers tackle real-world challenges: The Australian Access Federation is a "vital part of the Australian eResearch infrastructure landscape facilitating trusted electronic communications and collaboration between education and research institutions both locally and internationally." Prevent unwanted visits to your data by controlling access to it, e.g. No matter which solution you use, the two golden rules of storage apply. by setting up a password, using encryption, and/or physical restrictions (i.e. It is also the start of your folder structure. Sending your files by email is not safe. digital sources degrade over time ('bit rot'); data and software can become outdated. A variable list or code bookexplaining the variables in your data. https://bond.libguides.com/research-data-management, Creative Commons Attribution-ShareAlike 4.0 International License, Secure storage located in Australia avoiding any sovereignty issues. Utrecht UniversityHeidelberglaan 83584 CS UtrechtThe NetherlandsTel. ), you use multiple different types of storage media or storage media from different manufacturers (to protect against multiple media failures, e.g. This tutorial is part of the online training 'Learn to write your DMP'. Every day, researchers both inside and outside of your community, domain and country may be searching for research data that could help their own. For text: ASCII, PDF, Open Document Format (ODF) and Office Open XML format (the native format for recent versions of Microsoft Word). What are the privileges that each person gets in the different cases that you can foresee? Standard image formats: JPEG 2000, PNG and SVG, 2. and Colleges work. You may be required by your PI or funder to store your data in a particular place, or you may have more choices available. can become faulty. Also see 'VI. Portable storage media such as memory sticks (USB sticks) are more risky and vulnerable to loss and damage. The format is indicated by the file extensionat the end, such as .wmv, .mp3, or .pdf. This site is managed by the Research Data Team. Protect your intellectual property and comply with the Privacy Act by only using Bond University recommended data storage solutions. If there are essential updates to the data, preserve a new version in addition to the old, but do not change the original version. The file name helps to distinguish files from each other and it provides assistance in classifying and sorting files. taking a presentation to a conference, files only one person at a time needs access to, whether files on the network are automatically backed up, and, if so, which folders or drives on the network are backed up automatically, you make two, or even three, back-ups of all important documents and data not stored on a networked file server (failure rates for storage media are probably higher than you think! In these cases you will need to find a suitable solution for archiving your data. Back up can be time-consuming or expensive if your files take up a lot of space, or if you keep different files in different locations. The Research Drive storage system uses encryption. If necessary, you can encode file name elements. All these can compromise your data and can result in lost time and effort, lost resources, and even reputation - think of the ramifications for sensitive data or effects on future funding., Combining and integrating your research data with other research data will generate further knowledge. Sometimes, for example, the system determines the length of the file name. The followingcharacteristics will help to ensure access: AtDANSa distinction is madebetween preferred and acceptable formats for deposits for data preservation and data sharing. To properly store your data, consider the following: Not all storage locations are equally suitable for all types of storage: See 'Tools for storing and managing data' for an overview of the tools Utrecht Universitydevelops, supports and endorses. For sharing, data should be stored as raw as possible (if usable in that form) along with documentation to help comprehend and reuse it. It is therefore important to store the data in a consistent manner and to provide accurate documentation and metadata. Prevent overwriting, deleting, or meddling by making yourfiles read only. is important to avoid errors and to interpret data correctly during your research and after your research is completed (validation). Corrupted laptop or PC hardware, lost USBs and hard drives, spilled coffee, hackers, ransomware, viruses, social engineering - these are things you never intend to happen of course, but are not impossible. You will then receive an invitation to add your account details to Research Drive. LabArchives is an industry standard electronic lab notebook availableto all HDR and academic staff to report research. Did you know that the EUDAT Collaborative Data Infrastructure (EUDAT CDI) For medical records, this period is 15 years or longer (WGBO (article 454)) and (patient) data for drug research must be stored for 20 years. Store crucial data in more than one secure location. See 'Data description in practice'for more specific guidance and tips or watch this tutorial 'The ins and outs of metadata and data documentation'. The AVG/GPDRstates that personal data may not be kept longer than is necessary for thepurposes for which they were collected or for which they are used. In both of these cases you should include: Once your datais preserved, itis used as a reference point. How close are you to making a final study choice? TheUtrecht University Policy Framework for Research Dataadds that this 10 year periodstarts after you have published your paper based on the data you are preserving. Choose one naming convention and apply it consistently by including the same information in the same order in the file names. And apply encryption as an additional security measure. It is also wise to have a separate folder for the most advanced version of your data. In order to keep research data secure, findable and readable, you, as a researcher, must carry out various activities. During data collection and analyses, researchers may select specific data formats. If you choose the latter option, some best practices are provided here: Which data will you select for preservation? This guide provides several good practices in the storage of research data during data collection and in preserving your data after your project is finished. An extendedset could be anything others might find valuable. Keep a log file where you explain your coded elements, so outsiders, collaborators, supervisors, or yourself in a years time, will be able to crack the codes. Will you only preserve the data underpinning a scientific publication, or also other data? Migrating data from an unsuitable format to amore durable and accessibleone is usually difficult, expensive and may in some cases be impossible. Research funding bodies and/or collaborative groups often dictate where research data must be stored, for example in institutional, national and international repositories. Make file names specific, detailed and unique. Note that ifyou have to convert your file format into another to share the data with others, important information could be lost during conversion. Discover why and how to back it up to make sure it is not lost. The Bond Research Data Store allows users and teams to share files and folders with others, both internally and externally. Choosing the right way to store your data can help you work more flexibly, easily and quickly. The result of this obsolescence means that it may no longer be possible to access the file, read the file or reuse the data, either entirely or partially. a bad batch of discs), The more important the data and the more often they change, the more regularly they need to be backed up. Research data and primary materials must be preserved. As the Research Data Store is set up to allow academics and HDR students to share folders and files directly, the University does not provide a formal permission process for this to occur. +31 (0)30 253 35 50, Working safely with research data from home, Tools for storing and managing code and software, Online training 'Learn to write your DMP', Best Practices for Writing Reproducible Code, IT-solutions for storing and preserving data, The ins and outs of metadata and data documentation, Netherlands Code of Conduct for Research Integrity, Utrecht University Policy Framework for Research Data. If the data is stored because it might be. The following elements can be used as a basis for file names: project name, project number, research team name, measurement type, subject, creation date, version number. effectively document your data so that it can be understood in the future, periodically move data to new storage media (drives degrade over time), keep more than one copy of data, and on a variety of storage media, migrate data to new software versions, or use a format that can easily be imported to various software programs. You haveto prevent that someone can, willingly or not, overwrite your files, delete themor change theircontents. patient records); If the work has community or heritage value, research data should be kept permanently at this stage, preferably within a national collection. Thoughtful storage solutions can also simplify version control and collaboration with others. For short-term research projects that are for assessment purposes only, such as research projects completed by students, retaining research data for 12 months after the completion of the project may be sufficient; For most clinical trials, retaining research data for 15 years or more may be necessary; For areas such as gene therapy, research data must be retained permanently (e.g. As a researcher, you determine the strategy you want to follow when giving out file names. Use a firewall to protect your data from viruses; Install updates and upgrades for your operating system and software; Use passwords and do not share them with anyone. Bond University staff and HDR students can use the following cloud services on and off campus. You can do this using a simple table that contains the following columns: version number, a brief description of what was done with the data, who did it and the date it was done. Moreover, when properly structured and annotated during research, youll have your data preserved and/or shared with minimal effort at the end of your research. Change these file names according to your chosen naming convention. It will not be a perfect process, but should at least be a sensible one. Don't use special characters such as &%$#), as different operating systems can assign different meaning to those characters. However, the difference between personal files and research data is that other people are interested in finding and making use of your research data. For verification, all documentation and data (raw or possibly analysed) that enable research replication must be provided. even if a document can still be opened with new software, it may be altered to a degree as to no longer be understandable or reliable for continued research, storage media may have been degraded, scratched or broken, especially if they are portable (e.g. A project folder in Research Drive can be requested via the iFrontoffice, tile 'Education support' and then the form 'Research Drive'. As such, it is important that each researcher considers the ramifications of sharing folders and files with others before doing so. A minimum set of documentation and metadata could be anything you need to interpret and evaluate the measurements. It is better to use the secure tool SURFfilesender, which also uses encryption. Each element is coded to keep names short. A range of different storage options are provided for University members by UIS. Having a metadata table (or sheet) that holds information on your data files can give you a quick overview of what measurements you have in your data files, so you don't have to open each of the files to see and interpret the content. does sufficient documentation and descriptive information (metadata) exist to explain the data, and allow the data or record to be found wherever it ends up being stored? This documentation helps to remain consistent and to continue to understand the strategy long after you have completed your research. This way, you can be sure that you are always working with the right version. save read-only or configure access rights). In addition, record the differences between versions. All we can do is think the matter through carefully, abide by the policies we need to (e.g. does my funder or the university need me to keep this data and / or make it available for a certain amount of time? Your data management plan is a good place to document your file naming conventions. EUDAT publishes new use cases: CompBioMed, ROHub TNC22: EUDAT for NRENs and Research and Academia, Introduction to the EUDAT CDI and its Services. and make sure you are compliant to relevant legislation (See laws and codes of conduct for 'sharing privacy-sensitivedata'). Risks also emerge for users if the software required resolving the format is restricted or the developer changes licensing or costed use of that software. What solves this is data persistence - this means that even if you move a file to another place, the reference or Persistent Identifier (PID) will still point to the same research data.. If you have any questions about this site, please e-mail us directly. Do not use passwords on your universitycomputer only, but also on your laptop or home computer. The above guidelines for file names naturally also apply to the folder names. This will help you find sets of files with a simple sorting of filenames in your folder. Researchers can receive support in research data management. If not, can these be negotiated? questions, How the When organising access to your data during the course of your research, you should take into account the nature of the data. Conversion of data into standard interchangeable formats may be necessary for preservation purposes. does this data constitute the 'vital records' of a project, organisation or consortium and therefore need to be retained indefinitely? You may think that by saving your data in one or more places you have made sure it is effectively preserved, but with digital technology developing so quickly, your digital data are at risk from one or more of the following problems: When creating, organising and storing your data you can take a few initial steps to try and ensure your data remain useable and understandable for the future: Ideally this should be covered in a data management plan at the start of a project, so that you can factor any associated time and resources into your budget. You can start by watching this video about preserving research data in an optimal and technically correct way. Arrange with the owners that they store the data and make it available for verification purposes, for at least the obligatory period of storage (ten years). Keep in mind that you can access your data securely via Research Drive from all the locations where you work. This is up to you, the owner, to decide. However, you can prevent data loss by following good backup practices. Researchers need to ensure that their research data is secure and retrievable for long term use. Secure your data files'above. ), you store one back-up in a different location from the others (to keep your files safe in case of a fire, flood, burglary, etc. However, there are points and rules you should keep in mind when making your choice: In summary, therefore, file names should contain useful clues as to the contents, status and version of the file. Always lock your device when you walk away and never leave your device unattended/unprotected for long periods of time. Periodically check that all parties continue to observe the procedures that have been agreed upon. Try to arrange a local copy, that you yourself can store for the required period. This is not just for the sake of ensuring researchers in the future can make use of your outputs. About 25 characters is a good length for a filename. In the spirit of reconciliation, Bond University acknowledges the Kombumerri people, the traditional Owners and Custodians of the land on which the university now stands. Keep file names as short and relevant as possible. Correct storage enables this. If you are handling personal or sensitive data then you should check the cloud option is compliant with any data protection rules the data are bound by. Take into account the possibilities and limitations of the (storage) system you are working with. Ensure file names are independent of location (this will avoid problems when moving files). It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. The research data steward(s) of THUAS can be contacted at researchsupport@hhs.nl, 2022 The Hague University - All rights reserved, Data management (storage and organisation), Guidelines folder structure in Research Drive. They are very convenient though, and useful for: Nearly everyone who has experienced serious data loss did not think it would happen to them - but it does happen periodically.
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