Data Preservation & Archiving

Data preservation and archiving ensure that research data and the information needed to understand and reuse them remain accessible and usable over the long term. Preservation should be considered from the beginning of the research project and planned as part of the Data Management Plan (DMP).

What and When to Archive?

At the end of a project, researchers should identify which data and documentation need to be preserved for long-term access and reuse. Where appropriate, archiving may include:

• Final datasets
• Metadata
• README files
• Data dictionaries
• Methodological documentation
• Questionnaires and other research instruments
• Code or scripts, where appropriate
• Protocols and procedures
• Information about data processing
• Licence and access information
• Version information

Not all files generated during a project need to be archived. Temporary files, duplicates, intermediate files, and unnecessary working materials can generally be excluded.

Long-Term Data Storage

A clear storage strategy should address:

• Where the data will be preserved — preferably in a trusted repository or appropriate archival service.
• How long the data will be retained, taking into account funder, institutional, legal, and disciplinary requirements.
• File formats — use suitable, preferably open or widely supported formats where possible.
• Persistent identifiers — assign a persistent identifier, such as a DOI, where available.
• Access conditions — clearly define whether the data are open, restricted, or subject to an embargo.
• Metadata and documentation — preserve sufficient information to make the data understandable and reusable.
• Integrity and security — ensure that data remain protected against loss, unauthorised alteration, or destruction.
• Future accessibility — consider whether the chosen storage solution can support long-term access and preservation.