AARnetis a not for profit company owned by Australian universitiesandCSIRO. Computing officers will not back them up or support them centrally. 
-- website. This will help you find sets of files with a simple sorting of filenames in your folder. That's a lost opportunity for your research data to be reused. Migrating data from an unsuitable format to amore durable and accessibleone is usually difficult, expensive and may in some cases be impossible. No matter which solution you use, the two golden rules of storage apply. Note that deleting files from hard disks only removes the reference to it, not the file itself. taking a presentation to a conference, files only one person at a time needs access to, whether files on the network are automatically backed up, and, if so, which folders or drives on the network are backed up automatically, you make two, or even three, back-ups of all important documents and data not stored on a networked file server (failure rates for storage media are probably higher than you think! If necessary, you can encode file name elements. Did you know that the EUDAT Collaborative Data Infrastructure (EUDAT CDI) Possible measures are: Unfortunately, data can become unusable in due times because: Determine who can access (part of) your data. It is therefore advisable not to have too many levels in the folder structure. These agreements must be included in the (joint) data management plan but also laid down in writing in a consortium agreement. The time you invest in thinking about how to organise research data and the associated data and project documentation will pay off handsomely in the long run. Cloudstoroffers the following benefits for Bond researchers: Cloudstorisuseful forsharing of de-identifieddata sets. Keep in mind that you can access your data securely via Research Drive from all the locations where you work. You may think that by saving your data in one or more places you have made sure it is effectively preserved, but with digital technology developing so quickly, your digital data are at risk from one or more of the following problems: When creating, organising and storing your data you can take a few initial steps to try and ensure your data remain useable and understandable for the future: Ideally this should be covered in a data management plan at the start of a project, so that you can factor any associated time and resources into your budget. 
What solves this is data persistence - this means that even if you move a file to another place, the reference or Persistent Identifier (PID) will still point to the same research data.. At what time and according to which specifications will your data be removed? The Bond Research Data Store allows users and teams to share files and folders with others, both internally and externally. Choosing what to keep and what can be disposed of or deleted is always going to involve a subjective judgement, as nobody knows exactly what information is going to be wanted in the future. See 'Data description in practice'for more specific guidance and tips or watch this tutorial 'The ins and outs of metadata and data documentation'.
Use the form to enter the project name, so that it can be created by the functional manager. All we can do is think the matter through carefully, abide by the policies we need to (e.g. Youve invested a lot of time and effort in creating your data, so keep it safe. These following questions, based on material devised by the Digital Curation Centre, can help you decide what you should keep and what can be deleted: Once you have sorted through your files and asked these questions you then need to: Some funders require that all data is kept even if it is not publicly shared. File format decisions should ideally be made before you start data collection. If not, can these be negotiated? The AVG/GPDRstates that personal data may not be kept longer than is necessary for thepurposes for which they were collected or for which they are used. and Colleges work. By using Research Drive, The person who initiates the sharing of folders and files is responsible for ensuring the safe and appropriate sharing of data. Correct storage enables this. A decent firewall and reliable antivirus software are a must. There are roughly three goals to use specific types of metadata and data documentation: Your (raw) data may consist of several files with measurements (or interviews/observations/samples/etc.). Having a solution for preserving data for the long term can be pursued in several ways. All these can compromise your data and can result in lost time and effort, lost resources, and even reputation - think of the ramifications for sensitive data or effects on future funding., Combining and integrating your research data with other research data will generate further knowledge. You can do this using a simple table that contains the following columns: version number, a brief description of what was done with the data, who did it and the date it was done. via SURFfilesender); destroying data in a consistent and reliable manner when needed. This documentation helps to remain consistent and to continue to understand the strategy long after you have completed your research. has services that cover every step of the research data lifecycle? Take into account the possibilities and limitations of the (storage) system you are working with. and meaningful file names. To properly store your data, consider the following: Not all storage locations are equally suitable for all types of storage: See 'Tools for storing and managing data' for an overview of the tools Utrecht Universitydevelops, supports and endorses. 
If your work is on offline devices, in a siloed institutional repository or even a webpage thats not search engine optimised, then your data will remain hidden and not used to its maximum potential. Change these file names according to your chosen naming convention. Information on storing your research data. This guide is designed as an introduction to research data and the management of data for the research community at Bond University. For the UMC Utrecht Research Data Management policy, see the UMCU intranet page. a bad batch of discs), The more important the data and the more often they change, the more regularly they need to be backed up. They are very convenient though, and useful for: Nearly everyone who has experienced serious data loss did not think it would happen to them - but it does happen periodically. You may choose to only back up certain data, or to back up files you use every day more regularly than others. However, there are points and rules you should keep in mind when making your choice: In summary, therefore, file names should contain useful clues as to the contents, status and version of the file. University and Colleges work, Resources and support at Cambridge overview, University of Cambridge Research Data Management Policy Framework, University of Cambridge Research Data Management Policy Framework overview, Engaging Researchers in Good Data Management 2017 Conference, University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule, How the University It is also wise to have a separate folder for the most advanced version of your data. Software such as. Storing your data properly can save you a lot of time (in finding and interpreting) and frustration (in not losing it). Document your entire strategy with regard to giving file names. Research Ethics Manager README.txt is a file in which an overview is given of the data set. Thoughtful storage solutions can also simplify version control and collaboration with others. Prevent overwriting, deleting, or meddling by making yourfiles read only. The shortcut to the tool can be found via this link, but is of course only accessible if you have registered your research with the functional manager. It will not be a perfect process, but should at least be a sensible one. Having the data available in a standard format after your research project ends will increase the possibilities for reuse. Treat these as convenient working devices, but not as primary stores. Periodically check that no unauthorised access takes place and verify who has access to which folders and files. Storing master copies of digital data on individual desktop or laptop computers is also not recommended. We also have a support agreement with SURFSara and a processor agreement for the secure storage of personal data. It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. When you need to share your data during research take into account the wishes of rightful claimants to the data (research subjects, co-authors, partners from industry, etc.) If there are essential updates to the data, preserve a new version in addition to the old, but do not change the original version. The following elements can be used as a basis for file names: project name, project number, research team name, measurement type, subject, creation date, version number. Secure your data files'above. Not al formats areequally widelyaccessible orfuture-proof. See 'Tools for storing and managing data' for an overview of the tools Utrecht University has developed, supports and endorses. Note that ifyou have to convert your file format into another to share the data with others, important information could be lost during conversion. Instead of manual version control, you can also use version control software such as Subversion. How do you ensure that the data remains accessible when you or other people leave the research? Research funding bodies and/or collaborative groups often dictate where research data must be stored, for example in institutional, national and international repositories. Use a firewall to protect your data from viruses; Install updates and upgrades for your operating system and software; Use passwords and do not share them with anyone. Employ clear file names.
Bond University staff and HDR students can use the following cloud services on and off campus. Finding the exact file that you need can be a hassle if you do not have a logical folder structure or logical file names. If applicable, the computer code used to perform analysesand/oranexplanation of performed analyses ('methods'); A file which describesthe files in the data package and their relation should be provided. In the context of digital data, long-term preservation is the process of maintaining data over time so that they can still be found, understood, accessed and used in the future. When cooperating with other institutions or organisations, it will be necessary to consider jointly which institutions store which data in which format and who has access to which data. The format is indicated by the file extensionat the end, such as .wmv, .mp3, or .pdf. Check out below what are the main problems with storing research data incorrectly. Always go from generic to specific. Many researchers store their data on devices, such as USBs and external hard drives. This list may be supplemented by other variables. It is tempting to keep everything, just in case you need it in the future, but keeping all your files for the foreseeable future costs money, and makes it more difficult to find the truly important things.
A minimum set of documentation and metadata could be anything you need to interpret and evaluate the measurements. This tutorial is part of the online training 'Learn to write your DMP'. However, you may not be around during your whole research career to provide the appropriate care. by setting up a password, using encryption, and/or physical restrictions (i.e. Non-anonymised data may, however, be preserved for historical, statistical or scientific purposes. This site is managed by the Research Data Team. Is the location where you decide to store your data appropriate for preserving personal (privacy-sensitive) data? Therefore, roles and responsibilities should be written down in an archival policy, making clear who is responsiblefor doing what withyour data in the long term. Researchers can receive support in research data management. Moreover, when properly structured and annotated during research, youll have your data preserved and/or shared with minimal effort at the end of your research. Keep a log file where you explain your coded elements, so outsiders, collaborators, supervisors, or yourself in a years time, will be able to crack the codes. If necessary, secure individual files with a password; Do not provide others with your login credentials. By coding your data, your files will become unreadable to anyone who does not have the correct encryption key. Research data and primary materials must be preserved. because storage costs money; storage requires effort / staff hours; storing massive amounts of data complicates finding and accessing the truly important files. A file name is in fact the most important element with which you can identify the file. Choose one naming convention and apply it consistently by including the same information in the same order in the file names. https://bond.libguides.com/research-data-management, Creative Commons Attribution-ShareAlike 4.0 International License, Secure storage located in Australia avoiding any sovereignty issues. Be consistent in the file naming of different versions, for example by adding the date (YYYY-MM-DD) in the file or the version number. Perhaps research and development departments of the private sector are also looking for your work. the files or data will not be understood because there is no supporting documentation or metadata, or this has not been preserved correctly either. USB sticks), so information might be lost. Cloudstorhosted by Australia's Academic and Research Network (AARNet). Make file names specific, detailed and unique. Any questions about Research Drive can also be asked via this form. For sharing, data should be stored as raw as possible (if usable in that form) along with documentation to help comprehend and reuse it. Research data should be readable for machines without the need for specialised or ad hoc algorithms, translators, or mappings, but if your storage system cannot support this, then you may be limiting how far your research data can be used., Moving files from one storage space to another commonly needs to happen whether in research data or even for personal files. Once you have accepted this, the functional administrator can make you owner of the project folder and the owner can then invite (research) staff to access Research Drive. with and later for others who will reuse your data. It could also be a policy compliance matter.
If files are to be shared in a shared filespace,standardised file-naming conventions areeven more important. File names can be automatically generated by software you use (e.g. EUDAT CDI is a pan-European network consisting of more than 25 research organisations, data and computing centers. Learn about different measures depending on the kind of security you need: The Netherlands Code of Conduct for Research Integrity (VSNU, 2018)states that research datamust be kept for (at least) 10 years. The names of your folders reflect these phases such as preparation (administration and documentation of research project, including your data management plan), raw data, manipulated data, reports of analyses and final products such as publications. Team Global Citizenship & Internationalisation. Discover why and how to back it up to make sure it is not lost. LabArchives is an industry standard electronic lab notebook availableto all HDR and academic staff to report research. askalibrarian@bond.edu.au Your data management plan is a good place to document your file naming conventions. The above guidelines for file names naturally also apply to the folder names. Ensure file names are independent of location (this will avoid problems when moving files). can become faulty. Do not use passwords on your universitycomputer only, but also on your laptop or home computer. You haveto prevent that someone can, willingly or not, overwrite your files, delete themor change theircontents. It is therefore important to store the data in a consistent manner and to provide accurate documentation and metadata. And apply encryption as an additional security measure. As such, it is important that each researcher considers the ramifications of sharing folders and files with others before doing so. Phone: +61 7 5595 4194, +61 7 5595 1510 Will you preserve the data once it is completely static (no alterations expected) or will you allow for versions? This is up to you, the owner, to decide. Keep file names as short and relevant as possible. However, the difference between personal files and research data is that other people are interested in finding and making use of your research data. Generally, about 25 characters long is enough to capture sufficient descriptive information. This way, you can be sure that you are always working with the right version. FTP servers) may be convenient for small amounts of data, whereas hard drives or magnetic tapes may be more appropriate for large volumes or when you need to store data offline for security reasons. By reflecting the research phases in your folder structure, the structure also reflects the different versions of your research data. does this data constitute the 'vital records' of a project, organisation or consortium and therefore need to be retained indefinitely? Try to arrange a local copy, that you yourself can store for the required period.
The guidelines for writing such a README.txt file have been established by the 4TU Centre for Research Data. Document the choices you make in terms of folder names and folder structure, including all changes in the folder structure and the associated arguments. file names assigned to photos by your photo camera). In both of these cases you should include: Once your datais preserved, itis used as a reference point. A file name can only hold so much information. Elements could be project name, project number, name of research team/department,measurement type, subject, date of creation, version number, etc.
Choosing the right way to store your data can help you work more flexibly, easily and quickly. If possible, work in the standard format from the start. The hierarchy of folders must remain simple and clear. is important to avoid errors and to interpret data correctly during your research and after your research is completed (validation). not sending personal or confidential data via email or through File Transfer Protocol (FTP), but rather by transmitting it as encrypted data (e.g. Standard image formats: JPEG 2000, PNG and SVG, 2. The Research Drive storage system uses encryption. However, sharing data with others poses risks. In which cases do you allow for access? if I need to pay to keep the data, can I afford it. For text: ASCII, PDF, Open Document Format (ODF) and Office Open XML format (the native format for recent versions of Microsoft Word). On the one hand, activities related to storing the data and, on the other hand, activities related to organising the data. How close are you to making a final study choice? It is also the start of your folder structure. You will then receive an invitation to add your account details to Research Drive. Where possible, only store what you need to keep. To help you decide what to back up and when, think about which files you would need in order to re-create or restore in the case of loss and which data are crucial for your work? Check out our 30-minute webinar and slides,Introduction to the EUDAT CDI and its Services.. Store crucial data in more than one secure location.