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Data Management Support (DMS)
dms@slu.se | www.slu.se/dms
There are several options available for storing scientific data safely at SLU. This guide will help you navigate the different options.
SLU's data management policy emphasises the importance of secure storage of scientific data and that data should be protected from unauthorised access and loss. A good storage solution is not only necessary to comply with legislation on e.g. information security, but is also beneficial for good data management.
If you are uncertain about any of the points above, read more below, book a data date with DMS or contact us directly (dms@slu.se) and we will help you! DMS (Data Management Support) is a unit at the SLU University Library that supports SLU employees in matters concerning the management of scientific data.
There are a number of factors that influence the best place and method to store scientific data. In the list of data storage alternatives at SLU, the characteristics of each solution are listed. Below, more information about each factor is presented.
Who needs to be able to access data is an important factor to consider when choosing storage solution. When sharing data with a collaboration partner, finding the best storage solution depends on whether the partner is from SLU or from another organisation (and if so, from the EU, or somewhere else?).
For a collaboration project with external partners (i.e., outside SLU), agreements on data management throughout and after the project must be in place from the start, including which party will be responsible for archiving research material and whether SLU will take the role of personal data controller (personuppgiftsansvarig). Keep in mind that Swedish archive legislation is different from that of other countries. You need to consider how the agreements and (possibly) differing legislation affect the choice of storage solutions.
To decide how to safeguard data properly, you should consider the consequences of files becoming contaminated, destroyed or lost, as well potential consequences of an unauthorized person accessing the data.
The physical storage location affects how secure data is. The data could be stored at SLU where storage is administered by the SLU IT department. In some cases, external storage may be a better solution, but external solutions are maintained by other organisations (i.e. not administered by SLU). Storage location is important to consider when collaborating with other universities, public authorities and private enterprises and in case of privacy-sensitive data. According to GDPR, personal data should be stored within the EU.
Personal data is any kind of information that can be linked to a living person – not necessarily confidential or sensitive information. Collecting and storing personal data is necessary in many contexts in order for operations to function, and GDPR allows it, for instance for a university performing research.
Data containing personal and sensitive information require higher levels of protection than data not containing such information. All personal data must be handled with care, but if sensitive personal data should be disclosed, the consequences for the organisation will be more serious. Thus, not all storage solutions are allowed or appropriate for personal and/or sensitive data.
Some of the storage options at SLU are available for all employees without cost, others have to be paid for by the departments or the projects. The cost varies with e.g. security level, access, volume and additional functionalities.
There are also costs to consider if sensitive, confidential or personal data are disclosed to the wrong people. Even if it was done unintentionally, SLU will be liable.
Backup is needed to protect your data against hardware and system failures, software faults, thefts, and more. The backup copies of your files should be kept in another physical location than the main files.
If a particular backup solution is suitable for a project also depends on whether personal data or sensitive information is part of the data.
A version control system is a tool for managing changes to data files. Version control can help you restore data to a specific point, e.g. because of software malfunction or mistakes, and could be an important tool for good data management and the ability to maintain the integrity of the data.
In this guide, “storage” means storing data files during a project’s active stage, when the project participants still need to work with them. Research data, as well as data from environmental monitoring and assessment, should also be archived. Furthermore, SLU data management policy states that scientific data from SLU should be made openly available, e.g. through a data repository unless there are specific reasons why this is not possible. Read more with the links below.
Data Management Support (DMS)
dms@slu.se | www.slu.se/dms