Title: Data storage and backup
Course: UGQuants (SSPS) > Section: Beyond data collection and analysis

Data storage and backup

Throughout the research process, it is vitally important to ensure all our data is securely stored and copied or backed up regularly. It is good practice to keep at least 3 copies of data and to have a policy in place to ensure data is regularly backed up.

There are a variety of ways we can store and backup our data. Firstly, we may store our data on a networked drive. Networked drives are managed by an institution’s IT staff and are probably the most secure way to store data. Storing data on a networked drive has a number of advantages including: storage in a single place which is regularly backed up; it is accessible whenever required; and it is securely stored diminishing risks of loss, theft or unauthorised access and use of data.

Secondly, we may store our data on a personal computer or laptop. However, whilst this may be convenient to do so, it should only be a temporary measure, as such devices can be lost or stolen or local drives may fail resulting in the loss of data.

Thirdly, we may use external storage devices to store our data such as hard drives, USB flash drives, CDs and DVDs. Such storage devices are cheap, easy to use and allow data to be easily transported. However, they are not suitable for long-term storage and should not be the only means of storage for a number of reasons. External devices can very easily be lost, stolen or damaged. In addition, it is common for errors to occur when writing to CDs and DVDs and finally, multiple devices may be needed to store a large dataset.

A fourth option for storing our data is the use of remote or online backup services such as Dropbox, Mozy, A-Drive. These services provide an online system for storing and backing-up data files. They generally use cloud computing storage facilities and allow data to be stored and synchronised online and between computers. These services usually provide the first few gigabytes free of charge after which charges will apply. It is also sensible to check the legality of storing data on servers held in other countries.