Store and share

How to store your data

As the research process proceeds, there is a need to transfer datasets for storage. At the same time, it is often also necessary to share some data and related access rights with other researchers over a data network. Also at this stage it is essential to take proper care of data protection and data security issues for the research data. Sensitive data must not be transferred online without adequate safety measures. Bear in mind that keeping datasets on the hard discs of workstations, memory sticks and USB drives is in principle a risk in terms of data protection and data security.

When datasets are transferred for longer-term storage, for possible further use, or to be published, the data should be carefully checked and anonymised. When due attention is paid to data management from the outset, the data can be prepared fairly easily for long-term storing, further use, and publishing. Comprehensive instructions for the handling of datasets are available in the data management guidelines of the Finnish Social Science Data Archive.

Tools for data storage and sharing

JYU offers various tools that can make data management easier, covering the phases from data collection up to storing, sharing and further use:

  • Workstations and related software (e.g. SPSS and Atlas.ti)
  • Special hardware and software for various research teams and laboratories
  • Nextcloud cloud storage and sharing service for non-sensitive data
  • The CollabRoom cloud service (instructions currently only in Finnsh) for secure processing and transfer of sensitive datasets of max. 50 MB 
  • Researchvideo.jyu.fi service for storing of audiovisual data
  • JYX publication archive for publishing small datasets
  • The University’s quota in CSC’s IDA storage service.

Nextcloud, CollabRoom and Researchvideo.jyu.fi are suitable for sharing data also with partners outside the University. 

Storing and sharing personal or sensitive data

If your data contains personal or otherwise sensitive information, store it in the original storage device whenever possible. For maximum data protection, personal data should not be transferred outside the original storage location such if it can be avoided, e.g., to a separate analysis excel workbook. When kept and processed in the original location, it is easier to keep automated log to monitor who has had access to the data.

When transferring personal data, make sure that you know exactly who receives it at the other end. Ensure your legal right to transfer personal data by informing your study subjects about who handles their personal information, why, and how, at the beginning of your project using the data privacy notice. If you cannot use the University's Nextcloud, CollabRoom, or Reserchvideo.jyu.fi tools for sharing and have to use email, security email or encryption of attached files are necessary.

Sometimes data must be transferred outside the EU and the European Economic Area. This can be the case if e.g. appropriate analysis equipment only exists in some particular location. Special legal obligations must be taken into account for personal information transferred outside the EU-EEA area. If this is topical to your study, consult the University's Data Protection Officer.
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