Where should I store my digital data?

When deciding where to store your data, consider:

  • Who needs to access the data?
  • How secure do you need your data to be?
  • Who handles backing up the data?

Deakin repositories

Storage option

Ideal for...

Advantages

Limitations

Recommendation

Faculty, Institute or School shared networked drives
(work area file shares)

Resources:

Network drive help

Share drives you have access to

All research related data including; plans, forms, submissions, raw data, processed data, drafts, papers, references etc

Storing or sharing files on-campus

Large files and data sets

Collaborating with people with a Deakin login account

Free

Deakin ID and password protected

Redundant, regular snapshots and backed up automatically

Only authorised members have access

Data will continue to be stored when member leaves Deakin

Available to team members. Accessible by more than one Deakin person.

Helps to comply with storage obligations

Available inside and outside Deakin (via VPN)

Only available to those with a Deakin login.

Not available unless logged into the Deakin network.

Data can't be accessed when offline.

To manage access you will need to your data steward.

Highly recommended

Research Data Store (RDS) via network drive

Resources:

Ideal for storing master copies. All the benefits of faculty, institute or school shared network drives (immediately above) – plus:

If you want interactive access to your data (i.e. directly from a Linux server).

If you want to share selected research data publicly (this is optional).

All the advantages of faculty, institute or school shared network drives (immediately above) – plus:

Ability for you, the researcher, to create and maintain access yourself.

Practically unlimited storage.

Access to the storage is via a number of methods (traditional mapped drives, interactive access via a Linux command line and via the web).

Integrated with the Research Management System (RMS / RMENet)

Ability to preserve and share your research data to the world.

By default, not accessible to external parties to read and modify. Currently cumbersome to configure.

Data can't be accessed when offline.

Highly Recommended

Syncplicity

aka Sync and Share
create via RDS

Storing research data where collaborators external to Deakin require regular access.

Access files while on-campus, off-campus or offline (when the files are synchronised to your device)

Synchronise the contents of the storage area between all your devices (laptop, desktop, phone and tablet)

A secure enterprise alternative to Dropbox

Consideration of Intellectual Property, confidentiality and ownership of data is required

Recommended

CloudStorPlus

Storing research data where collaborators external to Deakin require regular access.

100GB of storage is available to individual researchers free of charge

Consideration of Intellectual Property, confidentiality and ownership of data is required

Recommended

Deakin desktop computers and laptops – local drives (Windows - C: and D:, Macintosh - HDD)

Data that you can afford to lose.

Deakin ID and password protected

Not backed-up

Only available from one computer

Local drives may fail or PCs and laptops may be lost or stolen leading to an inevitable loss of your data.

Not recommended

Personal network drive
(H: drive,  home drive on file share)

Resources:

Network drive help

Data that only you need to access and that will be transferred to another location for long term storage.

Appropriate for non-corporate work related files

Free

Deakin ID and password protected

Redundant, regular snapshots and backed up automatically

Only authorised members have access

Can be accessed from any Deakin computer

Accessible – inside and outside Deakin (via VPN)

Will be deleted when member leaves Deakin

Only accessible by one person

Not recommended

Personal repositories

Storage Option

Ideal for ....

Advantages

Limitations

Recommendation

Personal computers and laptops – local drives

Storing your data temporarily but should not be used for storing master copies of your data.

Data storage if you are in a location that has no access to the internet.

Convenient

Insecure, unless password protected and sensitive data are encrypted

Not automatically backed up

Not suitable for long-term storage

Local drives may fail or PCs and laptops may be lost or stolen leading to an inevitable loss of your data.

Not recommended

External storage devices – USB, hard drives

Short term, secondary storage of non-sensitive data.

Easy, portable, cheap

Insecure, unless kept in secure location and sensitive data are encrypted

Not automatically backed up

Easily damaged, misplaced or lost

Not suitable for long-term storage

Strongly not recommended

External storage devices – CDs and DVDs

Read only, secondary storage of non-sensitive data

Easy, portable, cheap, good for backing up data

Insecure, unless kept in secure location and sensitive data are encrypted

Not backed up

Not suitable for long-term storage

Strongly not recommended

Third party repositories

Storage option

Ideal for....

Advantages

Limitations

Recommendation

Cloud storage services - OneDrive

Sharing read/write files with external parties for collaboration

Non-personal and non-confidential data

Accessing files from tablets and phones

Can share files with anyone

Can access files from many platforms

Consideration of Intellectual Property, confidentiality and ownership of data is required

Insecure

Not backed-up

Strongly not recommended

National eResearch Collaboration Tools and Resources (NeCTAR)

Instant access to scalable computational power, research applications and (short term) storage of data.

Collaborate with people external to Deakin

Provides many options for storing your data.

This service is a self-help environment more suited to users with a level of technical expertise.

Data storage is short term (3 months).

Recommended

Other third party repositories are available for storing your research data. If electing to use one of these services ensure that you consider the security, backup and intended use of your data.