Data backup

A key component of data management is backing up new information as it is created. That way if anything does go wrong then the researcher can still recover at least some of their work.

Backing up data may seem like something easy to remember but it is often forgotten in the rush to develop new ideas. However if the information is not protected then the results can be catastrophic. The graphic below illustrates some real-life examples where precious research has been lost through disasters. Different amounts of information were lost in each case but each incident causes problems for both the individual researcher and their wider institution.

These are extreme examples but we see smaller examples every day – the student coming to us looking for a USB stick that was left in the library or complaining that they have forgotten their Dropbox password. Think about how much data could potentially be lost in these different scenarios and the impact that could have on work if the user was unable to retrieve it. The best thing a researcher can do to protect their data is to build a backup strategy and this is a key area where library staff can offer help and support. 

Each individual researcher will develop their own strategy depending on their work, the information they need to secure and their own personal preferences. It helps to think of this strategy as a jigsaw where the pieces can be assembled as needed. The graphic below talks through some of the key areas researchers need to consider when developing their data back-up strategy.

Cloud storage

It is common to see researchers turning to Cloud based storage solutions such as Google Drive and Dropbox. These solutions have a number of advantages - they offer researchers the chance to collaborate on projects, access their materials from anywhere with an online connection and are often free to use. However, researchers need to think carefully about using these services, especially for any information that may be sensitive.

Research funders often stipulate that any data produced by projects they support is kept within a certain geographic area such as the EU. Cloud storage services are physically based somewhere in the world and it's worth remembering that this may be outside of the mandated area. Researchers using these services need to be aware how any of these restrictions apply to them when storing or sharing data online.

There are also issues around data security to consider. When signing up to use Cloud services, researchers will have to agree to terms and conditions which outline what the services are allowed to do with any information stored there. Few people actually read these before agreeing but researchers should take care that these platforms are providing adequate protection for their data. Institutional instances of these Cloud services may offer a good alternative but researchers should still take steps to ensure that they remain compliant with their funder's rules.

File sharing

At some point during their project, researchers are likely to need to share what they are working on – with supervisors, collaborators or others who need to look at it. The most common way of doing this is via email but this is not always the best (or more secure) option, especially when dealing with data which is restricted in some way.

The following may be more suitable alternatives:

• Collaborative tools - there are a range of tools which let people both within and outside an institution collaborate on projects and in some circumstances these can be used for sharing information. Virtual Learning Environments (VLEs) such as Moodle are a popular option, especially if access can be restricted.
• In-house solutions - many institutions have in-house back-up and sharing solutions including an institutional version of popular tools like Dropbox and Google Drive. Again, remember that access may need to be restricted by the researcher. Large amounts of data storage with these tools can sometimes be chargeable so the researcher will need to build this cost into their budget.
• FTP/SFTP - File Transfer Protocols and Secure File Transfer Protocols can be set up by a local IT department. These are especially suitable for large files which need secure delivery. Researchers will need to remember that setting up these protocols will take time and planning so they need to make sure that they have left enough time to do so before their project starts.

Backing up the information used and produced by a research project is one of the most important aspects of data management and librarians need to strongly advocate that their researchers come up with a strategy which suits them. It only takes one disaster to lose valuable data which can set a project back weeks or even months. Regular backups are simple to schedule and can save researchers a great deal of problems in the future!