You’ve spent time and effort creating your data. Keep it safe so you can use it in the future and share it if you choose.
On this page:
- Storing your data
- Backing up your data
- Preserving your data for the long term
- Collecting data during fieldwork
- Data security for researchers
Storing your data safely
Choosing the right storage options makes your work easier and protects your data. You should only store what you need, and store important data in more than one place.
UIS provide guidance on the storage options available to researchers at Cambridge.
Portable storage
Portable storage such as USB sticks or external drives can be convenient. But they also have risks. Portable storage can be lost or damaged and is not backed up by the University.
You should only use portable storage for:
- temporary file transfers
- secondary or backup copies
- data you can afford to lose
Backing up your data
Data loss can be catastrophic if you are unprepared. You can protect yourself with good backup habits.
Best practice
- Keep two or three backup copies.
- Store copies in different physical locations.
- Use different brands or types of storage to protect against failures with one of them.
Backup options
- University cloud services, such as OneDrive, Google Drive.
- External drives for large files.
Check if your department network backs up your data automatically. Ask how frequently files are backed up and how long backups are stored for.
Choosing what to back up
You should prioritise backing up:
- data that you would struggle to recreate quickly or at all
- files that change often
- crucial project files
Preserving your data for the long term
Preservation means keeping your data FAIR (findable, accessible, interoperable and reusable into the future. Risks to digital data over time can include:
- software changes making files unreadable
- damaged or degraded storage media
- missing documentation (metadata)
How to preserve your data
You should always:
- document your data clearly
- copy data to new storage regularly
- keep multiple copies on different media
- use widely compatible file formats
- share your data through trusted repositories
- plan for preservation early, ideally in your Data Management Plan
Choosing what to keep
It can be tempting to keep every piece of data you create, but this costs time and money. It also makes it harder to find the truly important information.
Consider that anything you keep may be subject to a Freedom of Information request so you may be required to disclose data if requested.
You should ask yourself:
- Am I required to keep this (for funders, University, legal reasons)?
- Is this a vital record for the project or organisation?
- Do I have the legal right to keep and share it?
- Is it documented with appropriate metadata?
- Can I afford to store it long term?
Once you’ve reviewed your files and answered these questions, you should:
- check whether data protection legislation applies
- prepare clear documentation for each file
- find out how to deposit your data in a trusted repository
Some funders ask you to keep all data, even if you don’t share it publicly. In this case, you should ask your department about archiving options.
Collecting data during fieldwork
Plan ahead to collect and manage data safely when working away from the University. When conducting fieldwork, you should:
- complete a risk assessment
- follow the ‘Safeguarding work away’ guidance
- create a Data Management Plan (DMP) in advance
- store and transfer your data securely
- protect personal and sensitive data
- check the International Engagement Hub and the UK government's travel advice if travelling internationally
Data security in the field
When collecting data in the field, you should:
- secure your devices using UIS security advice
- back up your data regularly
- digitise paper documents regularly
See also Data security for researchers guidance below.
Recording, storing and transcribing interviews
Follow best practice to keep interview data secure and ethical throughout the research process.
Before recording
- Get informed consent in writing or as a recorded verbal agreement.
- Only collect personal data you need.
- Use a secure recording device that you can manage easily.
Storing and transferring recordings
- Encrypt recordings.
- Transfer them to secure University-approved storage as soon as possible.
- Delete original copies once safely transferred.
Transcribing interviews
- Transcribe interviews manually for the most secure method.
- You can use Computer-Assisted Qualitative Data Analysis Software (CAQDAS) but:
- check where the data is stored
- make sure the tool meets University security standards
- see the University of Surrey resources on CAQDAS software
Anonymising interviews
- Remove all identifying details before you share or archive interviews.
- Check that this matches the informed consent you obtained.
- See advice from the UK Data Service on anonymising qualitative data.
See also Sensitive data guidance.
Digital collection and survey platforms
You should always use secure, University-approved platforms to conduct digital surveys. These include:
- Qualtrics for secure online surveys
- ODK via KoboToolbox for mobile data collection, including geotagged photos, sketches and coordinates (including for use off-line where internet connection is poor)
Consider encrypting your data.
Working outside of the UK
If working outside of the UK, you should:
- follow GDPR rules for data transfers
- check local laws and export control regulations
- follow the CARE Principles, if researching Indigenous communities
Data security for researchers
Good data security protects your research and supports collaboration, both at Cambridge and elsewhere.
University Information Services (UIS) provide advice on data security for researchers. This includes:
- securing your devices
- using collaboration tools
- working at conferences or overseas
- assessing risk to your data
The International Engagement Hub provides extra guidance, including several videos.
See Secure and collaborative working for further information on keeping your data safe when working with collaborators.