Research Data Management

A guide to help researchers manage, store, and share their research data. We also offer one-on-one or group sessions if you have additional questions.

Why Data Storage and Preservation Matters 

Proper data storage and preservation is essential to making data accessible now and in the future. Preservation specifically ensures data are accessible while retaining their integrity and authenticity over time. Selecting the proper storage location(s) and preservation methods for your data should be done in the planning stage of the Data Lifecycle and be included in Data Management Plans. 

Key Components of Data Preservation

1. Select which data—and at which stage in the lifecycle—will be preserved. 

2. Ensure you have adequate, descriptive metadata, so future users can correctly interpreted the data. 

3. Use an open, non-proprietary, and commonly used file format. 

4. Follow the 3-2-1 rule for backup copies: have 3 copies of the data stored on 2 different media with at least 1 stored off-site or in a cloud environment.

5. Document a file retention plan including who will be responsible for the data over time.

6. Select an appropriate location for storage and archiving. See Data Storage Considerations below.

Source: Smithsonian Library, "Best Practices for Storing, Archiving and Preserving Data."

Data Storage Considerations

There are several key considerations when selecting a storage location for your data. To determine the best place to store your research data, ask yourself the following questions: 

  • Do you have funding to support data storage in a repository?  
  • Is your research funded by an agency that has required or recommended repositories? See our summary of national agency requirements in the Policies and Guidelines tab of this guide. 
  • What is the subject of your research? Is there a subject- or discipline-specific repository that is regularly used in your field? See our Data Storage for Research Activities guide for support in choosing the right repository for your project. 

Once you have selected a repository or a list of possible repositories, consider the following: 

  • Are there fees associated with storing your data?
  • Does the repository preserve and/or back up your data? If so, is there a limited retention period and what are your storage options once the retention period has ended?
  • What are the requirements for ingesting your data into the repository (README files and/or metadata, additional documentation, etc.)? 
  • Will a persistent identifier (PID) be minted for your dataset in this location? 
  • Which file formats does the repository accept? Are there file size limitations? 
  • Can datasets be restricted to specific users or include other measures for sensitive data? Depending on the nature of your data, is the repository HIPAA compliant? 
  • Is the repository open access or is there a paywall in place for users who want to access the data? 
  • Does the repository provide information on how users should cite your data? 
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