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Storage and backup

Researchers must ensure that all research data, regardless of format, is stored securely and backed up or copied regularly.

Storage and backup arrangements need to cover the life of the research project, and also the statutory minimum period of retention.

In most cases, data will need to be kept for a minimum of 5 years after publication of the research results, so understanding your storage options and documenting your backup regime is an important part of data management planning.

Digital data storage options

When you are selecting where to store digital data, you should consider the following:

  • How likely is it that the hardware, software or media will fail or become obsolete?
  • What would be the impact of any failure?
  • What security systems are in place?
  • What disaster recovery procedures are in place?
  • What is the availability of support by professional IT staff?

Network storage

It is highly recommended that you store your research data on networked drives that are managed by professional IT staff centrally or within a specified faculty or academic unit.

The Large Research Data Store (LaRDS) is the preferred storage environment for research data at Monash University.

Faculty-based networked drives (e.g. "the V: drive" or the "the U: drive") can be used as an alternative to LaRDS, provided that procedures are in place to ensure that research data is secure and automatically regularly backed-up.

The benefits of having your research data stored on networked drives include:

  • data is readily available to you and other authorised users
  • data can be made available via remote access on request
  • standard security and access controls are in place to prevent loss, theft or unauthorised use
  • all your research data can be stored in a single place
  • automated systems are in place for backups and integrity checks.

Personal storage - hard drives

It is not recommended that you store files on individual desktop or laptop PCs.

Local hard drives (e.g. "the C: drive") are convenient for temporary working copies of data, but should not be used to permanently store master copies of research data. From time to time, local hard drives do fail and are often not backed-up. Local machines are also regularly replaced, upgraded, and/or re-allocated to other staff members, at which time data on those machines may be lost or at risk of being inappropriately accessed.

If research data needs to be stored temporarily on desktop or laptop PCs (e.g. if you need to work off-site in environments where you cannot access Monash services remotely via the internet), you should consider synchronising your personal storage with networked storage using tools like Novell iFolder.

Removable media

The low cost and portability of removable media like CDs, DVDs and flash memory devices (i.e. USB memory sticks) makes them an attractive option for storage. But taking a long-term perspective, they are rarely a suitable option for long-term retention of your research data, especially master copies:

  • Removable media are often not big enough for all the research data, so multiple disks or drives are needed. This can make accessing your data later on difficult, especially if you do not have good systems in place for identifying and describing the data.
  • Although use of CDs, DVDs and USB sticks is common, their longevity is not guaranteed, especially if they are not stored correctly (ideally in an steady range of about 18-22 degrees Celsius and 35 to 45% relative humidity). The estimated life of a CD/DVD stored at above 28 degrees and 50% humidity is as low as two years, far short of the minimum retention periods that apply to most research data.
  • In addition to being environmentally sensitive, removable media can be easily physically damaged (e.g. through magnetism or shocks). Errors with writing to the media ('burning') are also quite common.
  • Because they are so portable and data can be easily copied from them, removable media pose a risk in terms of data security. Devices are easy to misplace or lose, and often the data on them does not have access controls.

The Large Research Data Store (LaRDS) offers researchers large-scale networked storage for digital research data. Given the availability of this storage in addition to faculty-level options for networked storage, it should not be necessary for most researchers to use removable media for storing master copies of digital research data.

If you choose to use CDs, DVDs and USB sticks (e.g. for working data or extra backup copies), you should

  • choose high quality products from reputable manufacturers
  • follow the instructions provided by the manufacturer for care and handling, including environmental conditions and labelling
  • regularly check the media to make sure that they are not failing, and periodically 'refresh' the data (i.e. copy to a new disk or new USB stick)
  • ensure that any private or confidential data is password-protected and/or encrypted.

Backups of digital data

As a researcher, you are responsible for ensuring that digital research data is backed up regularly.

Digital data stored in LaRDS is automatically backed up to a tape library nightly in two physical locations.

Backup regimes of digital data stored on faculty drives may vary. If you plan to use faculty storage facilities, you should confirm with local IT staff that the back-up regime in place is appropriate, in terms of the frequency of the backup, number of copies, and multiple locations.

If you store research data on personal hard drives, you should investigate the many free and commercial tools and services available for automatically backing up your system to an external hard drive. Online remote backup services are available, but you should be aware that the privacy and security policies of these services may not meet the legal and ethical standards expected of responsible researchers.

Storage and copies: other data formats

Secure storage of non-digital data during the statutory retention period (usually a minimum of 5 years after publication) is the responsibility of the researcher and their academic unit.

Finding space for storing non-digital records can be difficult. Converting research data to a digital format can reduce physical storage requirements, but this can be a complex and expensive process. The Library can provide advice to researchers about scanning standards and likely costs for digitisation.

Volumes of data

You should estimate the amount of data required for your project as early as possible, and consider including costs for data storage (including storage of back-up copies) in funding proposals.

Notifying central or faculty storage providers of upcoming storage requirements helps with planning and avoiding delays.

Contacts

Sources

Send an email inquiry to the University's Data Management Coordinator.