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Research Data Management: Storing Data During Research Project

Learn how to write a successful data management plan according to funding agency requirements.

Best Practice for Storing Working Data

                                                              The rule of    data copies:     copies on-site           copy off-site

Data Storage To Do List

Choose storage options

 Decide backup schedule

Storage vs Preservation

  • Storage ensures that data will be available throughout the course of an experiment
  • Preservation ensures that the data will be available in the future

Data Storage and Backup

Choose which storage option(s) is most appropriate by determining how much storage is needed and                         whether there are any cost considerations. 

Type Examples Advantages Disadvantages
External storage devices external hard drive                                        
  • store large amounts of data
  • allow automatic backups of data on the computer
  • allow access for multiple people                                      
  • risk of theft, particularly if device is in the same location as the computer(s) it is backing up                                                        
Network storage BOX
  • has backup and security protocols
  • allows for collaboration among group members at the same institution
  • can be limited in size or expensive
Personal computers and laptops  internal hard drives
  • convenient for storing data during collection or while working on it
  • data needs to be backed up elsewhere
  • version control can be an issue with sharing among collaborators
  • risk of theft, particularly for laptops
Physical storage containers for physical specimens, paper copies of surveys, or printouts, anything that must be secure and identified later
  • use a digital file that documents the locations of specimens, tapes, etc.
  • scanning is a useful backup for lab notebooks, surveys, printouts, etc.
  • difficult to share among collaborators if not digital
  • risk of theft
Remote storage USB flash drives, CDs, and DVDs
  • encryption should be used to protect stored data
  • labeling both the outside of the device and adding a name to the device will make it easier to find required data later or share the proper data
  • size limitations
  • backups are not automatic
Remote storage cloud storage and data sharing services
  • easy to use
  • allow for secure access
  • provide backup services
  • may not be secure enough for all types of data
  • may have storage limits
  • may automatically delete past versions of a file.

 Choose which backup option(s) is most appropriate by determining how much data will be collected, how                  often it will be processed and analyzed, and how many individuals will be working on the same data. 

Type Advantages Disadvantages
Full backup
  • the most complete method
  • replicates all files, including software and customized scripts
  • restores data quickly (in cases of loss, damage, etc.)
  • takes a long time
  • requires large amounts of storage
Incremental backup
  • copies only files that have changed since last full backup
  • is generally fast
  • requires less storage
  • time consuming to restore 

Best Practices:

  • Backup Daily: if data is collected daily, the experiment is impossible to replicate (such as observational studies), or the experiment is costly to run
  • Multiple Users: back up after each use and remove duplicate copies to avoid confusion (i.e. add data to a standard working spreadsheet that everyone uses rather than have multiple copies)
  • Physical material (such as notebooks): should be scanned on the same schedule as computer backup
  • Test the backup system at least once to ensure the procedure works