Preservation and Archiving
The research data you collect is a valuable resource and needs to be looked after beyond the end of the project.
Why archive your data
- to allow data to be reusable for the future (in line with the FAIR principles)
- to meet any funder or regulatory requirements
- to uphold research integrity
How long does data need to archived for?
This will depend on the retention requirements for your data such as:
- your funder’s data retention policy
- your institution's data retention policy
- any other contractual obligations
- your needs
At the University of Cambridge, research data should be kept for 10 years after the project ends (see the Statement of Records Management Practice and Master Records Retention Schedule).
There may be a cost to archiving your data and these should be factored into your grant applications.
What is the difference between preserving and archiving your data?
Archiving is the long-term storage of any curated data and preserving is the ongoing actions to ensure the long-term usability of that archived data.
What are the risks to digital data?
Risks to digital data over time can include:
- software changes making files unreadable
- damaged or degraded storage media
- missing documentation (metadata)
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 (e.g. for funders, University, legal reasons)?
- does the data validate any research outputs?
- can this data be reused?
- is this a vital record for the project or organisation?
- do I have the legal right to keep or share it?
- is it documented with appropriate metadata?
- how much will it cost 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
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.
How to archive and preserve your data
You should always:
- document your data clearly, keep in mind the FAIR principles
- keep multiple copies on different media
- use widely compatible, open file formats, where possible
- plan for preservation early, ideally in your Data Management Plan
- include details of who is responsible for the data
Where to archive your data
Some options could include:
- depositing your data in a trusted repository
- research cold store