3. Data storage and backup during the master’s thesis
Research data must be stored and preserved in a secure manner, with appropriate measures in place to ensure regular backup and recovery.
The content, sensitivity, and characteristics of a dataset determine the most suitable storage solution. Consequently, the choice of storage location should be based on the nature and classification of the information contained within the data. At the University of Eastern Finland, a data classification model is used to guide the storage and handling of research data.
The data classification model ensures that research data are managed in accordance with their level of sensitivity, information security requirements, and applicable legal and regulatory obligations.
Students can use O365 OneDrive personal storage space at UEF. Please refer to the Microsoft 365 service instructions for guidance on its use.
Students have the opportunity to order a disk space with high level protection from the UEF IT-service or get an access to the project’s disk space by asking the research group that student is making the thesis for. The Data Protection and Processing Guidelines that describe the protection levels and storage spaces for each data types at UEF, is available in UEF’s intra (login to UEF Intra by [email protected]). Please, check what level of protection your research data belong to.
If you are processing data that cannot be stored in a cloud service, such as special categories of personal data, particular attention must be paid to data security and data protection requirements. For research data subject to specific information security or data protection requirements, students may, where necessary, request suitable storage capacity through the UEF Service Portal.
Students who work as part of a research group may also be granted access to the research group’s dedicated storage space.
Before storing any research data, always ensure that the selected storage solution is appropriate for the content of the dataset and complies with all applicable information security and data protection requirements.
You need to take care of the information security (data security) of the research data of your master’s thesis. Check out the UEF’s student information security guide and consider how to make sure that the research data are stored safely. If the research data of your master’s thesis contain personal data of study participants, the safe and secure handling of the research data is very important so that the research data do not accidentally end up in the wrong places (General Data Protection Regulation; GDPR).
The processing of personal data will be covered in the previous section of this learning material (Ethical and legal issues in research data management). Information security also involves the fact that only reliable tools and services should be used in the collection and storage of research data. For example, when collecting interview data, the better option is to use a tape recorder instead of your own smartphone, as the smartphone can, in the worst case, store the interviews in a cloud storage space outside of Europe which is prohibited based on the GDPR. Because voice alone is considered to be personal data and because the processing of personal data requires strict compliance with legislation, an interview conducted using your own smartphone may even be illegal or it may lead to difficulties in finding the location of the interview data. For example, when collecting questionnaires or other answers, it is also worth paying attention to what kind of applications or programs you can use. In free programs, security may be deficient. Primarily, you should use the services offered and recommended by the university at all stages of collecting and storing the research data. If you are using others, please read the content of the privacy notice on the service sites and check if the service is suitable for collecting the data of your master’s thesis.
Remember to plan and take care of the backup of the research data if it is not automated (depends on the storage space that you use). It is important to ensure that the valuable research data cannot be lost due to, for example, equipment failure. Be sure to take care of security also when backing up, for example, by protecting a flash drive or other external storage devices. Please check the UEF instructions on how to protect external storage devices.