Data Storage & Backup
Appropriate storage and regular backup of research data are essential for protecting data from loss, damage, unauthorised access, or accidental deletion.
Data Storage
Researchers should select storage solutions that are appropriate for the type of research data and the requirements of the project. When choosing a storage location, consider:
- Security — Protect data against unauthorised access, loss, alteration, or disclosure.
- Access control — Ensure that only authorised members of the research team can access the data.
- Reliability — Use reliable storage with appropriate availability and maintenance.
- Capacity — Ensure sufficient storage capacity for the expected volume of data.
- Data protection — Apply appropriate measures when working with personal, confidential, or sensitive data.
- File formats — Where appropriate, use open or widely supported formats to facilitate long-term access and reuse.
- Documentation — Keep information about the storage location, access permissions, and relevant data-management procedures.
Research data should not be stored solely on individual computers, laptops, external drives, or other single storage devices where their loss or failure could result in permanent data loss.
Data Backup
A backup strategy should consider:
- Regular backups — Back up data at appropriate intervals according to the frequency of data creation and modification.
- Multiple copies — Maintain more than one copy of important research data.
- Separate locations — Where appropriate, keep backup copies in a separate physical or technical location from the original data.
- Automated backups — Use automated backup solutions where available and appropriate.
- Backup testing — Periodically verify that backups are complete and can be successfully restored.
- Access protection — Protect backup copies with appropriate access controls and security measures.
- Retention — Define how long backup copies should be retained in accordance with project requirements.
The 3-2-1 Backup Rule
It recommends keeping:
- 3 copies of important data — the original data and at least two backup copies.
- 2 different storage media or storage environments — for example, institutional storage and a separate backup system.
- 1 copy in a different location — an off-site or otherwise geographically separate backup that is protected from incidents affecting the primary location.
