Research Data Management Overview

Data security refers to the protection of data from unauthorized access, use, change, disclosure and destruction and includes network security, physical security, and file security. Data storage refers to holding your data files in a secure location that you can readily and easily access. Data backup, in contrast, refers to saving additional copies of your data in a separate physical or virtual locations from data files in storage.

Your data is the basis of your research. If you lose your data, recovery could be slow, costly, or impossible.  It is important that you secure, store, and backup your data on a regular basis.  Securing  your data will help to prevent:

• Accidental or malicious damage/modification to data
• Theft of valuable data
• Breach of confidentiality agreements and privacy laws
• Premature release of data, which can void intellectual property claims
• Release before data have been checked for accuracy and authenticity

Keeping reliable backups is an important part of data management. Regular backups protect against the risk of damage or loss due to hardware failure, software or media faults, viruses or hacking, power failure, or even human errors.

Keeping reliable backups is an important part of data management. Regular backups protect against the risk of damage or loss due to hardware failure, software or media faults, viruses or hacking, power failure, or even human errors.

Remember to use the Backup 3-2-1 Rule:

• 3 copies of your data - 2 copies are not enough
• 2 different formats - i.e. hard drive+tape backup or DVD (short term)+flash drive
• 1 off-site backup - have 2 physical backups and one in the cloud

Backup options:

• Hard drives - personal or work computer
• Departmental or institution server
• External hard drives
• Tape backups
• Disciplinary archives (repositories)
• Cloud storage

Security needs to be considered for all copies of your data, including your working data set, backup copies, and archived copies.

Network security

• Keep confidential data off the internet
• Put sensitive materials on computers not connected to the internet

Physical Security

• Restrict access to buildings and rooms where computers or media are kept
• Only let trusted individuals troubleshoot computer problems

Computer Systems & Files

• Keep virus protection up to date
• Don’t sent confidential data via e-mail or FTP - use encryption, if you must send data
• Use passwords on files and computers

The following infographic depicts the four levels of data security and examples of the types of research falling into each category mentioned below:

Level one: Fundamental Research (published and shared broadly)

Level two: Sensitive Research (non-personal data / de-identified data)

Level three: Restricted Research (health data / HIPAA, student data / FERPA)

Level four: Export Control Research (government regulated technology, defense non-classified related)

Click on the image to see RCAC's Quick Guide to the four levels of data security.