A well organized and consistent storage and security system is essential for the short-term storage needs of research project data. Data that are safely stored are much easier to access, understand, discover, and share with both the scholarly community and the general public.
A data storage strategy – for both digital and non-digital materials – is critical to the long-term preservation of data. Since all digital and physical storage media are inherently unreliable and will ultimately become obsolete, a data storage strategy should be developed prior to the start of any project.
Before starting your project, please refer to Computing & Communications Services’ Information Security Policies for information about the University of Guelph’s policies and procedures related to data storage and security, including Data Storage Guidelines, the Endpoint Encryption Policy, and the Research Data Classification Guideline.
Learn more about preservation and long-term storage needs once the research project has been completed.
Short-term data storage needs consist of elements both similar to and distinct from long-term preservation requirements.
Things to consider in planning data storage:
Accessibility of any data is dependent on the quality of the storage media on which they are stored and the availability of appropriate data-reading equipment.
If selecting optical (CDs, DVDs) or magnetic media (hard drives) for storage, be aware that both are sensitive and vulnerable to improper handling, changes in temperature and relative humidity as well as air quality and lighting conditions.
The speed of technological advances directly affects the pace of media and equipment obsolescence.
For these reasons, data files should be copied and saved (called migration) onto new media every 2 to 5 years. All media should be checked regularly for quality and readability. See below for details on migrating files.
Data loss can be caused by:
If using cloud computing storage facilities, consider where the data resides and under what jurisdiction. Other factors to consider include:
Backing up files refers to the creation of file copies. These copies should reside in a separate physical location from the working or stored files. Arranging a regular back-up schedule mitigates the possibility of data loss and backup copies can be used to restore damaged or lost original files.
On campus, CCS (Computing and Communications Services) provides file security, encryption, storage and backup support and services. Consult these services for information on transferring sensitive data across networks.
IT security, including encryption and file security awareness training, is provided through Computing & Communications Services.