Storage

Plan for storage of research data

A plan for storing research data is essential, both in the short term and in the long term. The short-term plan should address how data will be securely stored during the research project, typically on institutional servers and platforms where local storage and retention policies apply.

It’s important to note that not all research data will be prepared for archiving and future reuse. The long-term plan should outline which data will be preserved, how it will be prepared for archiving, and where it will be stored to support future access and reuse after the original research activities have ended.

Storage strategy overview

• Use reliable storage media appropriate to the duration and sensitivity of the data.
• Keep confidential or sensitive data encrypted and separated from identifying information.
• Control physical and digital access to stored data.
• Use open or standard file formats for long-term preservation.
• Accompany stored data with clear, well-structured metadata and documentation.
• Periodically check the integrity of stored files and migrate data to new media as needed.
• For long-term preservation and reuse, deposit data in a responsible, trustworthy repository.
• Plan for storage in your Data Management Plan and inform participants of your plans during consent.

Which storage media to use?

Data accessibility depends on the quality of the storage media and the availability of the relevant data-reading equipment. An Amstrad floppy disc may still work perfectly 20 years after it was made, but the lack of working machines means that the data on this disc may not be easily recoverable.

Optical media are vulnerable to damage by poor handling, changes in temperature, relative humidity, air quality and lighting conditions. Data files should be copied to new media every two to five years after they were first created.

It is also good practice to check, at regular intervals, the data files on these discs.

Magnetic media, like hard drives or tapes, are also subject to physical degradation and should be regularly migrated to fresh media

Online file-sharing services may not be suitable for confidential data.

We recommend that any storage strategy, even for a short-term project, should involve at least two different forms of storage, for example on hard drive and on DVD. Whichever form is chosen, the data integrity should be checked periodically.

How to store confidential, sensitive and personal data?

Storage of data that are considered confidential or sensitive may need to be addressed during consent procedures, to inform the people to whom the data belong to, how and why the data will be stored.

Legally, data that contain personal information must be treated with more care than data that do not, as dictated by the Data Protection Act 2018 and the UK General Data Protection Regulation, which state that personal data should only be accessible to authorised persons.

Personal information can be removed from data files and stored separately under more stringent security measures. Any digital files or folders that contain sensitive information and data should be encrypted. For more information, consult our guidance on data security.

Signed consent forms or other non-digital records may contain identifying information and should be stored separately from data files, although an anonymous ID system can help link the two sets of materials together if required.

What physical conditions must be considered for storing data?

Areas and rooms designated for storage of digital or non-digital data should be suitable for this purpose. The conditions under which data are stored significantly affect their longevity.

A personal computer is more likely to suffer from a fatal crash in a stiflingly hot office than in a temperature-controlled environment. The same applies to optical and magnetic storage media. The storage rooms should be structurally sound, free from the risk of flood and as far away as possible from the risk of fire.

Printed materials and photographs are subject to degradation from sunlight and acid. High-quality media should be used for preparing paper-based materials for storage, or for copies of originals. Examples include using acid-free paper, folders, boxes and non-rust paperclips, rather than staples.

What kind of documentation or metadata needs to accompany stored data?

Comprehensive and accurate documentation is essential for informed and accurate use (and reuse) of data at any time in the future. Our section on data documentation provides detailed advice.

Making digital versions of paper documentation in PDF/A format is recommended for long-term storage.

Which file formats to use for long-term storage?

Our guide to recommended file formats for data preservation gives advice on best file formats for various data types. The best formats for long-term storage are generally non-proprietary formats or formats based on open standards.

Some proprietary formats, like Microsoft’s Rich Text Format and Excel, are widely used and likely to be accessible for a reasonable length of time.