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This guide was developed in Fall 2024 by Bari Pender (Ph.D., M.L.S. expected Spring 2025) and Veronica Chea (B.S. Public Health, expected Spring 2026), with inspiration and content from:
You are invited to re-use any content from this guide without needing to contact us, but please credit the authors and UMass Lowell Library when re-using.
As you work through research projects, where and how you store and access your data matters. While your data should ultimately end up in a data repository, here are some considerations for file storage, backups and security while your project is still in-progress. You will generally not store your final, public dataset in these formats - these are common formats and tools used in all of the work neceessary to get to a final, public dataset.
|
Category |
Best Practices |
Example Tools / Technologies* |
Why it Matters |
|
File Storage- Internal hard drive |
Best for active projects or frequently used files that need quick access. Suitable for personal use or when mobility is essential, but not ideal for primary backup.
|
Laptop or desktop computer; data collection computer |
Personal computers can break, become infected with a virus, or be stolen. Data is not easily shareable on a computer hard drive. |
|
File Storage- External hard drive |
Ideal for large, infrequently accessed files like archival data, media libraries, or local backups. Useful when internet access is limited, or data transfer speed is a priority. |
Western Digital and Seagate are two companies who manufacture external hard drives. |
External hard drives are an excellent choice for backups. However, hard drives can become corrupted and/or stolen, and files on hard drives are not easily shared. |
|
File Storage- Cloud services |
Great for collaboration, remote access, and automatic syncing across devices. Best for files requiring version control, sharing, or offsite backup for disaster recovery.
|
Cloud storage (Google Drive, Dropbox), Local Network Attached Storage (NAS)
|
Enhances data retrieval and ease of sharing, reduces duplication.
|
|
Data Backups |
Implement the 3-2-1 rule: 3 copies, 2 different storage types, 1 offsite. |
Backup tools (Time Machine, Backblaze) |
Protects against data loss due to hardware failure or attacks.
|
|
Data Security |
Consistent access control plan that defines who should have access to specific data, and under what conditions
Regularly review user permissions to ensure they are up to date. Require users to turn over passwords and disable access promptly when roles change or when they leave the organization.
Enforce multi-factor authentication (MFA) to add an extra layer of security. |
Encryption tools (VeraCrypt), Password managers |
Safeguards sensitive/identifying information from unauthorized access. |
*Updated in Fall 2024
