Research Data Management

Please notice that the guide is being updated during spring 2023.

For more up to date information, see the IT's website Information Security or contact the IT in LUC IT Service Portal or via email servicedesk @ luc.fi.

The instructions of IT Services for handling and storage of various kinds of data:

Create a plan how you are going to arrange saving, storing, making backups, using, controllig access, transferring and sharing the data during the research project.  Use University of Lapland Group Folders or personal folders if possible. For huge capacity needs use CSC hosted service IDA.

Saving and storing datasets

Personal home directory (Network drive H)
Protected and backed-up disk space where members of the academic community can save their files.

Group storage space
The IT service can create disk space for a group and protected from outsiders. Files stored on the group disk space are accessible to all group members and backed-up by IT services.

Office 365: OneDrive for Business
OneDrive is a cloud storage for sharing of files with other users instead of using e-mail attachment. The storage space is 1 Tb. Pay attention to the file processing limitations.

IDA storage service
A service provided by the Ministry of Education and Culture and hosted by CSC for storing large data volumes of raw and processed data and related metadata. IDA is useful also, if you need group storage space for a group with members in different organizations.

Data security means protecting data, information systems and data communications. It is easy to copy and disseminate digital datasets as well as to destroy or change them by accident or on purpose. Backup copying is part of the data security but also the datasets have to be protected from unauthorized users.

Data security plan can include the following:

• Storage and security of personal data
• Encrypting data (E.g. for transferring safely.)
• Backing up data (How, when, and where. Three copies and a master file.)
• Checking data integrity (Cheksums)
• Data versioning
• Erasing data (Permanently, securely.)

Making back-ups of files is an essential element of data management. Regular back-ups protect against accidental or malicious data loss and can be used to restore originals if there is loss of data. If your institution can restore your system then you may wish to take responsibility only for your data files. If it cannot, you may wish to take full responsibility for your own 'system' back-ups. Where applicable this should include portable computers or devices, non-network computers and home-based computers.

To make sure your backup system is working properly, test your system periodically. Try to retrieve data files and make sure you can read them. Which ever method is used, it is best not to overwrite old back-ups with new.

Backing up data (How, when, and where. Three copies and a master file.)

1. Ensure that copies of your data are periodically backed up.
2. Make three copies which are geographically distributed
3. Backup particular files or the entire computer system
4. The frequency of backups: after each change to a data file or at regular intervals?

Critical files and master copies

• backed-up daily using an automated back-up process and stored offline
• should be in open formats for long-term validity
• should be verified and validated regularly
• checking completeness and integrity

Data versioning refers to saving new copies of your files when you make changes so that you can go back and retrieve specific versions of your files later.