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Data Collection and Storage

In research data management, storage refers to how research data is saved, organised, and protected during and after a research project. Proper storage is essential to ensure data integrity, security, and accessibility while complying with ethical and legal requirements.

Why is it important?

Ensuring you have appropriate data storage:

  • Prevents accidental loss due to hardware failure, cyber threats, or human error.
  • Ensures data remains complete and unaltered over time, supporting long-term research goals.
  • Protects sensitive data and is compliant with laws and policies.
  • Ensures compliance with any funding arrangements.
  • Respects community ownership, control, and governance principles when working with data from Indigenous participants. 

How to store your data

  • Follow institutional and funder guidelines
  • Choose an appropriate location.
    • Short-Term: Institutional servers, approved cloud storage, encrypted external drives.
    • Long-Term: National repositories and databases.
  • Encrypt sensitive data and restrict access.
  • Use regular backups (store in at least two locations).
  • Implement version control (e.g., GitHub, Open Science Framework).
  • Use clear file naming conventions (e.g., StudyName_Date_Version.ext).
  • Use open, uncompressed formats for long-term storage (e.g., .csv, .txt, .tiff).

Recommended resources:

ARDC. (2016). Data storage for research data.

Security in research data management refers to protecting data from unauthorised access, loss, corruption, or misuse. It ensures confidentiality, integrity, and availability while complying with ethical and legal requirements.

Why is it important?

Ensuring you have appropriate data security in place:

  • Protects confidentiality and privacy
  • Adheres to legal, organisational, and funder requirements
  • Prevents data loss and corruption
  • Maintains research integrity and reproducability.

How to secure your data

  • Adhere to NHMRC, ARC, and institutional policies on data security.
  • Use password protection 
  • Restrict user access based on roles or requirements
  • Store data on institutional servers or cloud storage.
  • Use secure file-sharing methods (e.g., encrypted emails, institutional cloud storage).
  • Maintain at least two backups in separate locations (e.g., institutional server + external encrypted drive).
  • Store paper records and external drives in locked cabinets.
  • Ensure devices  have screen locks, encryption, and remote wipe capabilities.
  • Use secure deletion tools before disposing of electronic data.
    • Reformatting your device or deleting files does not permanently destroy your data
  • Use secure document desctruction bins.
  • Follow institutional retention policies (e.g., keeping data for 5–15 years if required).