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DMPTuuli guide: 4. Storage and backup


4.1 Where will your data be stored, and how will it be backed up?

Describe where you will store and back up your data during your research project. Methods for preserving and sharing your data after your research project has ended are explained in more detail in Section 5.

Consider who will be responsible for backup and recovery. If there are several researchers involved, create a plan with your collaborators and ensure safe transfer between participants.

Tips for best practices

  • Use technical platforms provided by Uniarts Helsinki, such as network folders or cloud service OneDrive (Office 365)
  • The storage space required by the research data should preferably be evaluated during the planning stages of the project. You can store about 20 GB of data in the Uniarts Helsinki home folder and 1 TB of data in Office 365 OneDrive.
  • Classified and confidential materials as well as materials containing personal data may only be stored in a Uniarts Helsinki network folder.
  • Do not use Office 365 or any other cloud storage for storing classified, confidential Uniarts Helsinki data or any data that contains personal data.

More instructions

About backing up

Good data backup practices cover from data loss which can happen in various contexts:

  • computer viruses
  • hackers
  • natural disasters (incl. fires, floods etc.)
  • changes made to the data by mistake
  • data corruption by human mistake
  • data corruption due to software or hardware failure

While planning for backup practices, consider these:

  • regularity; backup your data regularly and from different versions
  • decentralization; keep at least one backup copy physically at a different location
  • update; renew the software and hardware regularly
  • file formats; the file formats of backup copies should be suitable for long-term preservation
  • validity; use e.g. checksums to validate the data before backup
  • medium; make sure the hardware you are using is suitable for backup
  • rotate; don't always overwrite old backups, but keep one backup from e.g. each month

Also follow Uniarts guidance regarding good IT practices.

Data security

4.2 Who will be responsible for controlling access to your data, and how will secured access be controlled?

It is essential to consider data security issues, especially if your data is sensitive, for example, personal data, politically sensitive information or trade secrets. Describe who has access to your data, what they are authorised to do with it, or how you will ensure the safe transfer of data to your collaborators.

Tips for best practices

  • Use personal or shared network folders to control access to research data and automatically backup your data.  

More instructions

More information

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