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Research data storage

Researchers must ensure that the appropriate research data is stored securely with appropriate back-up facilities in place. 

During the initial stages of the project, it is anticipated that researchers will use working spaces for storage. Researchers are responsible for protecting data stored in working spaces. Working spaces include H: drive space (University provided personal network drive), laptops, and laboratory computer hard drives. The nature of the research data collected dictates the appropriate storage solution to use.

Researchers are encouraged to select the appropriate storage solution prior to data collection so as to ensure proper management of the data, avoid potential data loss, or security breach for confidential data. Secure University storage for the project and archive spaces is also provided on the UOW network drive. Contact the IMTS Helpdesk on x3000 for guidance regarding storage space for exceptionally large datasets.

For further information on long term storage and disposal of research data please see the Research data retention and disposal webpage. 

UOW storage for research data

 

 

Microsoft Teams/SharePoint

UOW S3

StorageGRID

HPC (NCI)

Aligned with UOW Research Data Management Policy

Yes

Yes

Yes

Suitable for data classified as Restricted *

Contact IMTS for individual use cases

Yes

Yes

Suitable for data classified as Protected *

Yes

Yes

Yes

Suitable for data classified as Controlled *

Yes

Yes

Yes

Storage Limit

5TB per user & 5TB+ per Teams site

Unlimited

3TB per project****

Version Control

Yes

Yes

No

Internal Collaborator Access

Yes

Yes**

Yes

External Collaborator Access

Yes

Yes***

Yes

Edit Documents Simultaneously

Yes

No

No

Access from a Mobile Device

Yes

No

No

Group or Individual to Own a Folder

Yes

Yes

Yes

Stored in Australia

Yes

Yes

Yes

Audit Tracking

Yes

Yes

No

Data Retained Once Researcher Leaves

Yes

Yes

No

Data Backed Up to UOW Policies

Yes

Yes

No

*            Refer to the UOW Data Governance procedure for classifications

**         With difficulty

***       Needs UOW Sponsored User Account and VPN Access

****     As defined in the NCI UOW Partner Share Guidelines. Document will be available in the UOW Policy Directory later in the year. Please contact hpc_admin@uow.edu.au to obtain a copy.

NOTE: REDCap, Qualtrics, SPSS, MATLAB, NVivo etc are tools designed for data collection or analysis and are not storage platforms. Research data should be removed from these platforms/packages once data collection or analysis is complete, and the data stored on an approved UOW Storage Platform as above. 

Frequently asked questions

Storage for your research project will need to be requested through ReDBox. Before you can request storage you will need to complete and submit a Research Data Management Plan (RDMP). Storage can be requested from ReDBox within the Cloud Services and Storage tab in the RDMP.

Researchers must ensure that the appropriate research data is stored securely with appropriate back-up facilities in place.

The various storage solutions can be compared against two main criteria:

  • The value of the data and its potential for re-use
  • The storage components which give value to data, such as enabling discoverability, curation, and whether the storage is reliable, large, sustainable and secure

UOW offers the following storage options to research staff and students.

Microsoft (MS) Teams

UOW MS Teams, is part of our Microsoft Office365 capability, and is suitable for a variety of research data projects and is a great way to store and share data during a project.

This service is approved for data classified as ‘Public”, “Controlled” and “Protected”, as defined in UOW’s Data Governance Procedure (PDF). It enables data sharing with both internal and external collaborators, and features Multifactor Authentication (MFA) for an additional layer of security.  

For advice regarding storage options for “Restricted” (sensitive) data, please contact IMTS.

All UOW staff and students can access MS Teams. To request an MS Teams site, simply complete a Research Data Management Plan (RDMP) in ReDBox.

Further information on MS Teams can be found on ServiceNow.

UOW S3

UOW has its own S3 storage called StorageGRID and is referred to as UOW S3. This onsite storage solution is intended to manage large amounts of research data not frequently accessed e.g. data backups and archives.

It allows researchers to:

  • Store files containing “Restricted” data
  • Store or work with individual files larger than 10 GB
  • Store large data sets

The S3 storage protocol offers industry-leading scalability, data availability, security, and performance. This means researchers can use it to store and protect any amount of data for a range of use cases, such as websites, mobile applications, backup and restore, archive, enterprise applications, IoT devices, and big data analytics.

For further information on UOW S3 – StorageGRID visit the IMTS Knowledge Base site.

Compute Storage

Information on Research Computing can be found on the Research computing page. 

ReDBox allows you to store your data for projects that have been completed.

The Completed Project form is a modified version of the Research Data Management Plan (RDMP). This form is to be used for any projects that have been completed and require storage for the data.

Once the RDMP is completed and storage is requested, a UOW staff member will be in contact with you to discuss a suitable storage option to meet the needs of your data.

Before you are able to request storage through ReDBox, you will need to make sure that the RDMP is Saved and Submitted.

If you have only ‘Save as Draft’ your RDMP, you will not be able to request storage.

No. Once you have completed all the mandatory questions in the RDMP, you will then need to click ‘Save and Submit’, this will then take you to a list of your RDMPs. From there you will need to select the pencil icon next to the plan and go to the Cloud Services and Storage section, under ‘Storage Request’ click on ‘Open’. Complete the form and hit ‘Submit Request’ for your storage to be provisioned.

If your data is stored on other cloud services (e.g. Survey tool, code repository etc.) that are not available in ReDBox, these can be added to your RDMP. This is done by accessing the Cloud Services and Storage in the RDMP for the research project and using the Existing Cloud Services and Storage form.

Researchers have a responsibility to retain research data in accordance with the University of Wollongong Code of Practice – Research, the Australian Code for Responsible Conduct of Research, the State Records Act, 1998 (NSW), the General Retention and Disposal Authority – University Records (GDA23), associated policies, legislation and contractual arrangements.

Records must be retained for the minimum legal retention periods as specified in the relevant General Authority issued under the State Records Act 1998 (NSW).

Any additional retention requirements specified or implied in other legislation must also be satisfied.

When research data has reached the end of its retention period and is no longer actively being used by the original researchers, it may be archived to ensure long term preservation.

For further information on long term storage and disposal of research data please see the Research data retention and disposal webpage. 

Once the data retention period has passed and ethical requirements specify that data must be destroyed, or the data is no longer likely to be of value to others, it should be securely and permanently disposed of in accordance with the University of Wollongong Records Management Policy.

For further information on long term storage and disposal of research data please see the Research data retention and disposal webpage. 

Under the "Standard on the physical storage of State Records" records are to be controlled in a system which allows them to be identified, located, retrieved quickly and easily, and returned to storage after use. Should the records under your control be subject to a subpoena or audit, you must be able to produce the records in a timely manner. If your unit/faculty has paper records stored in filing cabinets, store rooms, or in archive boxes in the office, please advise RMU who can add the location of the records to the Records Register.

Further information can be found on the Records Management Intranet Page (staff only)

RMU strongly encourages units and faculties across the university to digitise their records and store them securely in the Electronic Document and Records Management System (EDRMS).

Further information can be found on the Information and Records Management webpage (staff only)

Below is a list of available UOW resources that can provide you with additional help and support with your research data storage and management.

Redbox Support: For questions relating to ReDBox and/or research data management.

Moodle: Access Moodle for Research Data training material and videos.

IMTS knowledge base: IMTS Knowledge Base will provide you will information on the storage options available and how you can access them. 

IMTS Service desk: The IMTS service desk will provide with you support and advice on the storage options offered at UOW. Log a ticket via the Service Desk Portal

Contact the Research Services Office

(02) 4221 3386 research-services@uow.edu.au
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