Principles of data storage during research
Research data produced and used at the University of Jyväskylä is principally stored for the duration of the research either in the systems of the university or the national CSC. The use of your own devices, commercial cloud storage services or external storage media should be avoided. Automatic backup works in the university's storage systems, so there is no need to produce and store your own separate copies. The university's systems are also covered by the university's information security.
Access control
- Name and document the responsible person who oversees access control to the data.
- Maintain information about who has accessed the data and who has access rights to any part of the material.
- Define who has viewing, editing and deletion rights to the data.
- If you process personal data or otherwise confidential or sensitive data, define separately who has access to it.
- On what basis has each access right (editing, viewing, deletion) been granted?
- How is monitoring implemented in practice (e.g. password-protected access rights, monitoring of change logs, encryption, monitoring of physical facilities, locked storage cabinets)?
- If you process special personal data, make sure that you follow the description you give to the subjects of who has the basis and rights to access the data.
Which service suits my needs?
The most appropriate storage solution to choose for the data depends on the properties of the data and the need for use: who needs to process it, and how? What file format is the data in and how much is there? Is the data or part of it sensitive or does it contain personal data? Sometimes the different properties and usage needs of different parts of the data lead to the need to store them in different storage locations during the research process.
Nextcloud is the university's own cloud service for storing and sharing research data. Sharing also with people outside the university is easy with the help of sharing links. Nextcloud works in a browser and with a client program that can be installed on your own device. With the help of the client program (Nextcloud Client), it is easy to edit data stored in Nextcloud. However, Nextcloud is not suitable for simultaneous collaborative editing of files.
Nextcloud, JYU's O365 software package OneDrive and U: and S: network drives are suitable as such for storing non-sensitive data . Sensitive data can be stored in Nextcloud, OneDrive and on network drives encrypted with the Cryptomator encryption program.
For video and audio recordings, there is the Researchvideo, which also works with automatic transcription. It is suitable for both sensitive and non-sensitive data.
For sensitive, small-sized files, CollabRoom is suitable, which is a cloud service for storing and sharing confidential data. It is possible to distribute the data to recipients outside the university directly using the sharing link without any encryption. The maximum size of a single file that can be uploaded to CollabRoom is 50 MT.
If it is necessary to edit the data at the same time between several people and the data is not sensitive, JYU's Teams or OneDrive can act as platforms for editing. If the dataset is large, however, sharing it with a sharing link must be planned so that the size of the folder or directory to be shared does not exceed the capacity of the recipient's device.
Very large files of several terabytes can be stored in CSC's Fairdata IDA in the storage space managed by the University of Jyväskylä.
JYU GitLab is available for storing and sharing code.
Encrypting files with Cryptomator
