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Project guide for researchers: Tools for data management

Technical platforms for data processing

Research project teams have many options when it comes to choosing a platform for their collaboration. These include shared network drives and Office 365 Teams (O365). 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.

The nature of the information included in the data should be taken into account when choosing a storage method, as it may require special precautions such as encrypting. The European Union General Data Protection Regulation (GDPR) must be followed when storing and processing research materials containing personal data.

A network folder is the most secure and reliable place to store data. Researchers have access to a personal home folder and, on request, shared network folders that can be used to share files between team members. Researchers should save backups of all important work files in a personal network folder. Home folders can only be accessed with a Uniarts ID or on a university computer, and the folder is personal. Network folders can only be accessed through the Uniarts Helsinki network or a Uniarts VPN connection. Classified and confidential materials as well as materials containing personal data may only be stored in a Uniarts Helsinki network folder.

The browser-based O365 cloud service offers a personal cloud storage, OneDrive, as well as the Teams service for teamwork. The O365 Teams service can be used to share files with research team members who are not affiliated with the university. The O365 cloud services are accessed through webmail. Do not use any cloud storage for storing classified, confidential data or any data that contains personal data.

Research Catalogue

Research Catalogue is a web-based multimedia research platform which can be used as a tool for arranging, archiving and publishing documents (text, images, sound, video). The platform allows users to create custom designed webpages called expositions, which may contain different types of media files. Expositions are archived, and they are assigned a permanent URL upon creation. The platform is based on, and is most commonly used in, art research. The platform can be utilised in other research and teaching as well. More than one user can work on the materials simultaneously, and the privacy of the materials produced can be managed.

Research Catalogue is also used by peer-reviewed art journals, such as the Journal for Artistic Research and RUUKKU.  The Academy of Fine Arts has also used the platform for publishing doctoral theses along with their appendixes. This option should be discussed with the professors and supervisors in charge of doctoral studies.

Research Catalogue is still partially under development, and using it to process particularly sensitive confidential data should be avoided for the time being (see “Technical platforms for data processing” above). Data uploaded to the platform are private in principle. Working on the platform requires identification and creating a user profile with the user’s real name. Research Catalogue is free to use and creating an account does not require an employment relationship with Uniarts Helsinki. However, a Uniarts Helsinki member can attend RC tutoring and receive support for the platform.

Visibility services

ORCID is an international researcher identifier system. Both individual researchers and organisations can join ORCID free of charge.

ResearcherID is the researcher identifier of the Web of Science database, which researchers can use to manage their publications and information. You can also use the service to track the number of references to your publications and your h-index. The service can be linked to the ORCID system.

The Scopus Author Identifier is the researcher identifier system of the Scopus database. Scopus is owned by Elsevier, and it is very similar to Web of Science.

Google Scholar can be used for extensive and multidisciplinary tracking of references on publications in different languages, which makes the use of this identifier particularly useful for arts researchers publishing in Finnish or Swedish.

Take contact

Library Services
Maaria Harviainen

IT Services
Juha Rosvall
Questions and service requests by e-mail:

Research Catalogue
Tero Heikkinen

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