DATA MANAGEMENT. That was my only copy of 4 years work. Is there any way that you can recover it?

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1 DATA MANAGEMENT That was my only copy of 4 years work. Is there any way that you can recover it?

2 UQ POLICIES AND PROCEDURES The University of Queensland policy Research Data Management is available online via the UQ Policy and Procedures Library at: Related Codes and Policies PPL a Intellectual Property for Staff, Students and Visitors PPL a Records Management PPL Research Misconduct PPL Responsible Conduct of Research The Australian Code for the Responsible Conduct of Research University Sector Retention and Disposal Schedule: QDAN 601.2

3 FUNDING AGENCY REQUIREMENTS The ARC has recently released its funding guidelines which include a section on managing research data. ARC Discovery Grants A Researchers and institutions have an obligation to care for and maintain research data in accordance with the Australian Code for the Responsible Conduct of Research (2007). In order to receive NHMRC funding, researchers must comply with the Australian Code for the Responsible Conduct of Research, which requires researchers to document data management practices and address issues such as ownership, ethics, storage, data sharing and disposal.

4 DATA MANAGEMENT PLAN All staff and students have legal, statutory and ethical responsibilities regarding the data generated during their time at the University of Queensland. Every project, regardless of size, should have a data management plan in place that is readily available to every member of the project team. A Data Management Plan should cover: Data Capture and Formats Data Organisation and Storage Long Term Preservation Ethics and Intellectual Property Data Sharing and Re-Use

5 DATA MANAGEMENT AND THE UQ LIBRARY The University of Queensland Library has numerous resources specifically designed for UQ staff and students to assist them in implementing data management plans. Data management check list Data management templates An online data management planning tool All of these are available from of the UQ Library Guides website as part of the Research Data Management Tool Kit.

6 AUSTRALIAN INSTITUTE FOR BIOENGINEERING AND NANOTECHNOLOGY Your data represents a significant investment and may be irreplaceable. You are responsible for your data. That means making sure it is catalogued appropriately and that you have adequate backups in case of disaster. AIBN provides a long term data preservation solution designed to meet Australian government requirements regarding the long term storage of research data (up to and beyond 7 to 15 years) Distinguish what is personal and what is work related. Only work related data should be stored on University of Queensland resources.

7 WHAT SHOULD YOU BE DOING WITH YOUR DATA? Backups: Have as many separate backups of your data as you can. Long Term Storage: Catalogue your data so that it can be effectively interpreted by someone other than you. Your research will outlive you. Data Sharing & Collaboration: Make sure you understand all the security implications of sharing your work.

8 BACKUPS Why would anyone risk having only 1 copy of their life s work? As a bare minimum everyone should have at least 2 SEPARATE copies of their data but 3 or 4 copies is better. The simplest option is to use an external hard drive and free file sync software. Do not use a backup hard drive for anything other than backups of your data. Do not automate the backup process. Keep your backup copy in a secure location. Regularly verify that your backups are actually working.

9 LONG TERM STORAGE AIBN provides all research groups access to a networked, tape archiving file system that can potentially store data for over 30 years. All data stored on the file server must be UQ work related (no personal data) All data must be catalogued according to Australian Code for the Responsible Conduct of Research. Data stored on the file server is copied out to 2 separate and independent tape copies. 1 tape copy is located at AIBN and the other tape copy is located at QBI The entire file system is backed up twice daily and copies of those backups are stored in 3 separate locations.

10 DATA SHARING AND COLLABORATION Data sharing can be either the sharing of data with other people to facilitate research or simply making your data accessible for your own personal use external to the University of Queensland. Regardless of the type of sharing, everyone needs to be aware of any funding obligations or restrictions when sharing data. Cloud storage: UQ s policy regarding dropbox usage applies to all cloud storage providers Do not store sensitive materials on cloud storage. All cloud data and communications should be encrypted and backed up. The Australian Academic and Research Network (AARNet) Cloudstor+ is the current preferred cloud storage provider if you require an external online storage solution.

11 COMMON SENSE Do not expect or trust anyone else to look after your data. Do not work directly off a USB key. USB keys are designed for short term data transfer not storage and definitely not constant file system access. Do not work directly off cloud storage services. They are inherently insecure. Partitioning a hard drive DOES NOT give you a secure backup location for your data. Additionally it decreases your computer s disk access performance. Be cautious about what additional software you install on your computer. Nearly all freely available or trial software now comes with unwanted ad- / spyware that will compromise your computer s security and performance.

12 COMMON SENSE Do not install cracked or keygen software on your computer. It is illegal. If caught, under Australian law you are liable for huge fines. It is a security risk as nearly all crack and keygen tools contain viruses and trojans. If you have legally purchased software, make sure you backup the installation files (as long as it s not a copyright protected disk installer) and keep backup copies of your licence files.

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