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Research Data Management

Data Storage

Active Data

Data storage refers to where data is located while actively being collected or processed. Data that is stored should be periodically backed up to a secure location. Storage and backup can be contrasted with archives (permanent retention) and preservation (long-term storage), which focus on handling data when a research project ends.

Review UC Davis cloud storage options and the Data Sensitivity Guide to better understand where to store collected data based on behavior, performance, and means of access. A copy of raw data should be retained, with further changes to subsequent versions well documented. Please contact the Information Security Office (ISO) Research Security Team at researchsecurity@ucdavis.edu for information about the UC Davis Research Security Program.

Questions to Consider:
  • What are the risks to data security and how will these be managed?
  • Will external media related to your research, such as paper lab notebooks, be kept secure in locked cabinets with access logs and a list of authorized users?
  • How will you protect the integrity of your data?

Backups

Having at least one backup can help prevent data mishaps. The best way to avert data loss is to follow the 3-2-1 Rule:

  • Three copies of the data (e.g., original/local + external/local + external/remote)
  • Two of the copies are stored locally on different media such as a server or external hard drive (e.g., original/local + external/local)
  • One copy of the data stored remotely, in an offsite solution such as cloud backup software (e.g., external/remote)
Questions to Consider:
  • Where are the backups stored (network drives, remote cloud storage)?
  • How frequently do you back up your data?
  • How many copies are being made (full or partial copies)?
  • Who will be responsible for backup and recovery?
  • How will the data be recovered in the event of an incident/disaster?

Permissions

Ensure data resides in a shared location with more than one owner, to help support the longevity and sustainability of research. Research data should be moved to a shared location prior to completion of a project or departure from a lab.

Questions to Consider:
  • How will you control access to keep the data secure?
  • How will you ensure collaborators access your data securely?

Storage Costs

Determine whether you will have sufficient storage needs throughout the research project and what storage costs you may have to incur.