Storing data during the project

Always having access to data during a research project is important. If only one person and one computer need access to the data, the data can be stored on that computer, but it is also important to make backups in case anything happens. Daily backups are needed if frequent changes are made to the data, otherwise weekly backups could be an option.

Backups can be made in different ways, depending on the amount of data that must be processed. For large amounts of 100 GB or more, USB hard drives could be good options. Make backups on at least two different USB hard drives and store these in safes in different locations on campus. The best backup solution is determined on a case-by-case basis.

Keeping track of versions helps you to find data later.

Using the Box cloud service could also be an option, but Box should not be used to save or share sensitive information containing personal or confidential data.

 

Encrypt the hard drive on which you store data

A good way of securing your research data is to encrypt the hard drive on which the data is stored. This can be done on your own computer as well as on backup USB hard drives. If the computer or USB hard drives were stolen, it would be very difficult to gain access to the encrypted data.

Individual files and folders can also be encrypted, but this is harder to do.

 

Use standard file formats

Use standard file formats for research data to ensure that they are readable in the future. Standard formats are also preferable to make data accessible to other researchers after the conclusion of the project.

There is always the risk that digital file formats will become unreadable in the future and that valuable research data may be lost.

The National Archives of Sweden’s recommendations (RA-FS 2009:2) indicate approved file formats for storage. The file format depends on the area in which the original document was used. Databases and indices are for example saved as sequential or XML files, and office documents in PDF/A format. Unfortunately, there is no recommended standard for storing digital audio and images.

  • The Swedish National Archive’s recommendations RA-FS 2009:2 (in Swedish)

When submitting your research project to the archive, the file formats you used are converted to an archiving format that is not dependent on specific software, thereby minimising the risk that there is no software available to read the information.

When choosing file formats for research projects, you should consider using:

  • An archiving format from the start, if possible
  • A file format that is not dependent on a specific service provider
  • A file format based on an open standard
  • A common file format

It is not always possible to choose a file format that fulfils these criteria. Standards and traditions in different disciplines can also determine which formats are used. Specific instruments, analysis tools, or your own software may also determine the data format. Remember that each time when a file is converted from one format to another, there is a risk of losing information. Therefore you should save files in an appropriate format from the start, if possible.

 

Storing research data at Karlstad University

We are constantly developing data storage possibilities. The file linked below shows current possibilities.