close are you to making a final

2021/05/21

How close are you to making a final study choice?

Backup is well organised through our supplier SURFSara. For verification, all documentation and data (raw or possibly analysed) that enable research replication must be provided.

There are some good reasons why selection is worth doing: Ensure that you follow any data retention requirements outlined in yourfunder's research data policy. 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. Treat these as convenient working devices, but not as primary stores.

floppy disks or audio cassettes); media on which you store your data (hard drives, cd, usb, etc.) Do not use passwords on your universitycomputer only, but also on your laptop or home computer. The format is indicated by the file extensionat the end, such as .wmv, .mp3, or .pdf. At first glance, storing your research data should not be a difficult task with all the options we have at our disposal; youve got your USBs, external hard disks, cloud drives, or even on websites or their institutional repositories. Both can be used to describe the subject of the measurementsor the settings/circumstances under which these were obtained. Ensure file names are independent of location (this will avoid problems when moving files).

do I have the legal and intellectual property rights to keep and re-use this data? It could also be a policy compliance matter. Personal or sensitive data require a higher level of security than anonymised or non-confidential data. Some Australian examples of external data storage and collaboration optionsavailable to researchers include: Queensland Cyber Infrastructure Foundation offers a range of eResearch services to help researchers tackle real-world challenges: The Australian Access Federation is a "vital part of the Australian eResearch infrastructure landscape facilitating trusted electronic communications and collaboration between education and research institutions both locally and internationally." Build your file names from elements. Think on naming conventions and folder structurebefore you start a project. See 'Tools for storing and managing data' for an overview of the tools Utrecht University has developed, supports and endorses. You will then receive an invitation to add your account details to Research Drive. Will you only preserve the data underpinning a scientific publication, or also other data? Make file names specific, detailed and unique. README.txt is a file in which an overview is given of the data set.

Not al formats areequally widelyaccessible orfuture-proof. All research data can be saved during the research using the Research Drive tool. Your department might have a mechanism for this or you might want to use the UIS' Research Cold Store. It makes the data easier to find and understand. Arrange with the owners that they store the data and make it available for verification purposes, for at least the obligatory period of storage (ten years).

lab management software inventory future research

Risks also emerge for users if the software required resolving the format is restricted or the developer changes licensing or costed use of that software.

A file name is in fact the most important element with which you can identify the file. However, the most convenient ways to store research data may not always be the most appropriate one.

Any questions about Research Drive can also be asked via this form. questions, How the 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. The basic rule of thumb is: The term 'preservation' means ensuring something can still be seen or used over time.

For medical records, this period is 15 years or longer (WGBO (article 454)) and (patient) data for drug research must be stored for 20 years.

is important to avoid errors and to interpret data correctly during your research and after your research is completed (validation). If you are handling personal or sensitive data then you should check the cloud option is compliant with any data protection rules the data are bound by. How do you ensure that the data remains accessible when you or other people leave the research? Only use characters from the sets A-Z, a-z, 0-9, hyphen, underscore, and dot.

Each element is coded to keep names short. See 'Data description in practice'for more specific guidance and tips or watch this tutorial 'The ins and outs of metadata and data documentation'. 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. This short video illustrates the value of good data management and provides a few key best practices (from Digital Preservation Europe), StorageBackupLong-term storage and preservationSelection choosing what to keepSharing what, why and how to share dataDigital repositories a dedicated page where we provide detailed guidance on various data repositories. not sending personal or confidential data via email or through File Transfer Protocol (FTP), but rather by transmitting it as encrypted data (e.g. Choices are, for instance: What exactly to preservealso depends on your purpose: In both cases, enough documentation needs to be added to make the data comprehensible.

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. even if a document can still be opened with new software, it may be altered to a degree as to no longer be understandable or reliable for continued research, storage media may have been degraded, scratched or broken, especially if they are portable (e.g. Software such as. As a researcher, you determine the strategy you want to follow when giving out file names. 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. does my funder or the university need me to keep this data and / or make it available for a certain amount of time? File formats refer to the form in which data is stored. If it is necessary to use your data outside Research Drive, apply encryption yourself using software such as VeraCrypt or Cryptomator. 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. in thearchival policy and not 'persons' as persons may leave the university. LabArchives is an industry standard electronic lab notebook availableto all HDR and academic staff to report research. This guide provides several good practices in the storage of research data during data collection and in preserving your data after your project is finished. Sometimes, for example, the system determines the length of the file name. For text: ASCII, PDF, Open Document Format (ODF) and Office Open XML format (the native format for recent versions of Microsoft Word). 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.

We also have a support agreement with SURFSara and a processor agreement for the secure storage of personal data. Research Drive offers the possibility to set up settings and authorisations in a way that complies with these conditions and applicable legislation [link naar interne vertaalde pagina]. and your data (in the form of inventories, descriptions of relationships and manipulations, etc.) It is also wise to have a separate folder for the most advanced version of your data. https://bond.libguides.com/research-data-management, Creative Commons Attribution-ShareAlike 4.0 International License, Secure storage located in Australia avoiding any sovereignty issues. By coding your data, your files will become unreadable to anyone who does not have the correct encryption key.

Take into account the possibilities and limitations of the (storage) system you are working with. There are many providers of cloud storage out there and you should check their terms of use before using them for your research data.

The software can ingest files, text, photos, provides for sharing where appropriate. During data collection and analyses, researchers may select specific data formats. 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. For sharing, data should be stored as raw as possible (if usable in that form) along with documentation to help comprehend and reuse it. does sufficient documentation and descriptive information (metadata) exist to explain the data, and allow the data or record to be found wherever it ends up being stored?

Perhaps research and development departments of the private sector are also looking for your work. What a waste it would be if your work cannot be found by fellow researchers, right? Ask A Librarian 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.

This way there is no conflict when the files are moved to another folder and you avoid working in the wrong file without realising it. Employ clear file names.

Library Staff Directory. EUDAT CDI is a pan-European network consisting of more than 25 research organisations, data and computing centers. digital sources degrade over time ('bit rot'); data and software can become outdated. because storage costs money; storage requires effort / staff hours; storing massive amounts of data complicates finding and accessing the truly important files. 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. Is the location where you decide to store your data appropriate for preserving personal (privacy-sensitive) data? with and later for others who will reuse your data. Research data management done right dictates that storing research data must enable data sharing, easy findability and access when needed. When organising access to your data during the course of your research, you should take into account the nature of the data.

and Colleges work. You have two options: You shouldstore all your data and documentation filestogether in a data package. Having the data available in a standard format after your research project ends will increase the possibilities for reuse. This list may be supplemented by other variables.

An extendedset could be anything others might find valuable.

Your results are captured in data.

Information on storing your research data. save read-only or configure access rights). Keep file names short. Check out our 30-minute webinar and slides,Introduction to the EUDAT CDI and its Services..

By reflecting the research phases in your folder structure, the structure also reflects the different versions of your research data. If you choose the latter option, some best practices are provided here: Which data will you select for preservation? 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.. Incorrectly-stored research data can be susceptible to data loss or unauthorized access. In your day-to-day research make sure you manage the different versions and copies of your data carefully in the following ways: As your work progresses, it is likely that youll have more and more files, all with different content. If there are essential updates to the data, preserve a new version in addition to the old, but do not change the original version. file names assigned to photos by your photo camera). As such, it is important that each researcher considers the ramifications of sharing folders and files with others before doing so.

Many computer networks within the University back up files automatically, but some do not.

And apply encryption as an additional security measure. You log in with your THUAS account. This way, you can be sure that you are always working with the right version. Observe the following fixed rules: the same number of digits (001100), fixed notation for dates (YYYY-MM-DD, YYYY-MM or YYYY-YYYY), underscores and hyphens instead of spaces, standard terms (get inspiration from bartoc.org), no special characters and leave file extensions unchanged.

For the UMC Utrecht Research Data Management policy, see the UMCU intranet page. The hierarchy of folders must remain simple and clear. Once research data is created, it must be available for the future.

It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. Try to arrange a local copy, that you yourself can store for the required period.

About 25 characters is a good length for a filename. Researchers can receive support in research data management.

Storing master copies of digital data on individual desktop or laptop computers is also not recommended. if I need to pay to keep the data, can I afford it.

Learn how to select what to keep and how to store it carefully.

Team Global Citizenship & Internationalisation. Keep in mind that you can access your data securely via Research Drive from all the locations where you work. Generally, about 25 characters long is enough to capture sufficient descriptive information.

Portable storage media such as memory sticks (USB sticks) are more risky and vulnerable to loss and damage.

You may choose to only back up certain data, or to back up files you use every day more regularly than others. can become faulty. and meaningful file names.

In addition, follow the recommendations in the University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule). Migrating data from an unsuitable format to amore durable and accessibleone is usually difficult, expensive and may in some cases be impossible. 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. 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. Periodically check that all parties continue to observe the procedures that have been agreed upon. Here you describe the contents of each file in your data set.

Each individual researchershould ensure that their research data is regularly backed-up and stored securely for the life of the project and throughout the minimum retention period (see tablebelow).

Computing officers will not back them up or support them centrally. Where possible, only store what you need to keep. Make sure your folders and files are clearly structured and use informative

data backup and access are already well organised from the start.

In both of these cases you should include: Once your datais preserved, itis used as a reference point. A range of different storage options are provided for University members by UIS. This site is managed by the Research Data Team. However, you may not be around during your whole research career to provide the appropriate care. Instead of manual version control, you can also use version control software such as Subversion. The Bond Research Data Store allows users and teams to share files and folders with others, both internally and externally. Document your entire strategy with regard to giving file names. Youve done the hard work of producing your research. All research data can be safely stored during the research using the Research Drive tool. effectively document your data so that it can be understood in the future, periodically move data to new storage media (drives degrade over time), keep more than one copy of data, and on a variety of storage media, migrate data to new software versions, or use a format that can easily be imported to various software programs.