Data storage

Choosing appropriate data storage and backup facilities is paramount for any type of digital output during a research project and beyond. It is important that the choice of storage option be always made with the level of sensitivity and required data security in mind.

Storage options

University network (central file space):
- is recommended by the University for master copies of your research data
- is centrally managed and secure
- is backed-up daily
- can be allocated specifically for research data storage
- is conveniently accessible from wherever and whenever required
- can be accessed by external collaborators with a sponsored University of St Andrews account
- can be costed in grant applications as it is accepted as eligible costs by many funders (see funders' research data policies)
- highly sensitive data, for example involving children, can be stored in the data centre but ITS need to be notified as additional security measures must be put in place.
Did you know?

Each PI is entitled to request 0.5TB of free centrally-managed storage. To request it, click ‘submit a support call’ on the IT Service Desk and select the 'Research Data Storage' form. Additional storage can be purchased for a one-off cost of £400/TB from IT Services with 2 data copies provided or at a reduced charge (£200/TB) if only one data copy is archived.
PCs and laptops:
- should not be relied upon for storing master copies, unless backed-up regularly
- are convenient for short-term storage and data processing
- may be lost or stolen
- may suffer from drive failure
- may be appropriate for storing sensitive data when using a University managed encrypted device or a when using a secure local drive that is disconnected from the network.
Remote or Cloud storage:
- includes OneDrive for business offered by the University for all staff and students, providing 100GB storage
- may be unsuitable for some data because of data protection legislation and security requirements
- is discouraged for storing sensitive data when using external cloud services such as Dropbox or Google Drive. Sensitive data stored on the University's OneDrive for business must only be accessed from University-owned encrypted devices.
External portable storage devices:
- include external hard drives, USB drives, DVDs and CDs
- are not recommended for long-term storage as their longevity cannot be guaranteed
- are easily lost or damaged
- are unsuitable for storing unencrypted sensitive data.

If you wish to discuss the practical elements of storage of your active, working data, you should contact the IT Service Desk.

Data storage backup

Regular backups protect against accidental or malicious data loss caused by

hardware failure,
software or media faults,
virus infection or malicious hacking,
power failure,
human error.

Deciding on the most suitable backup strategy depends on local circumstances, the perceived value of the data and the risks the data is exposed to.

Good general practice for backing up your research data is the 3-2-1 rule:

at least three copies,
in two different formats,
with one of those copies off-site.

Other aspects to consider when backing up your research data are

whether to backup files or the whole computer system,
the frequency of backup,
which backup tools and strategies for an automated backup to use
how to organise and label backup files and media,
how to backup critical or frequently used data (should be done daily),
where to store master copies of your data
how to backup sensitive or confidential data.

An option for the backup of frequently accessed as well as sensitive data is the use of the University's central file store, which is backed up daily and secure.

Long-term access to University managed storage facilities

When you leave the University you should think about what happens to the data stored on University-managed facilities and take appropriate actions:

OneDrive for Business
Data stored on OneDrive is removed 45 days after the account is deleted. Items shared with other members of the University will be available for access by them and the tenancy administrators.
Central file space
To clarify procedures for retention of data in your personal and group file space in the University's central file store, you should contact the IT Service Desk.

Data storage

Storage options

University network (central file space)

PCs and laptops

Remote or Cloud storage

External portable storage devices

Data storage backup

Long-term access to University managed storage facilities