For more information about information security and storage see the ICT Services website. Support is available by contacting the ICT Services in LUC IT Service Portal or via email servicedesk @ luc.fi (for staff) or helpdesk @ ulapland.fi (for students).
Please note, that opening, publishing, and archiving data after the project is discussed in the next main section of this guide.
Describe where you will store and back up your data during your research project. Consider who will be responsible for backup and recovery. Show that you are aware of the storing solutions, security classification of information, and data security requirements of the University of Lapland.
Make sure that your storage is safe enough and properly protected especially if you work with personal data, special categories of personal data or other sensitive data. Always contact the IT and the data protection officer if you plan on using special categories of personal data.
If there are several researchers involved, create a plan with your collaborators and ensure safe data transfer between participants.
Prefer the personal and group storage spaces provided by the University of Lapland for storing the data and devices provided by the university whenever possible.
Protected disk space where personnel can save their files. Suitable for high security level data if encrypted. Always discuss storing and protecting high security level information with the IT in advance. The personal home directory is only available to those doctoral researchers that are employed by the university.
The IT service can create disk space for a research group. Files stored on the group disk space are accessible to all group members and backed-up in some extent by ICT services. Suitable for high security level data if encrypted. Always contact the IT about the group space already when planning your research.
Microsoft Office 365 cloud services are suitable for storing and using data if the data does not include high security level data. OneDrive is a cloud storage for storing data and sharing files with other users. The storage space is 1 Tb. Pay attention to the limitations if you are using sensitive or confidential data.
We recommend using Teams with your University of Lapland ID when doing remote interviews. Please follow the information security guidelines of the Tampere University where appropriate.
A service for research projects for storing large data volumes of raw and processed data and related metadata. IDA enables saving, organizing and sharing data within the project group and storing the data in an immutable state. IDA is useful also, if you need group storage space for a group with members in different organizations. The service is provided by the Ministry of Education and Culture and hosted by CSC. Pay attention to the limitations if you are using sensitive or confidential data.
Sensitive data services for researchers for storing, sharing and processing special categories of personal data and other sensitive data. High level technical skills are required for using the services. Please contact IT.
A service provided by the CSC suitable for sharing public data for example when project members are working in different organizations.
Personal devices are not recommended as the main storage locations for the material. The researcher is responsible for protecting the devices and there is always a risk of loss and damage. It is recommended to use university's devices managed by LUC IT. Information security and data encryption practices can be reviewed together with IT when necessary.
Doctoral researchers who are not employed at the university usually have to use their own computer or an external hard drive as the main repository. Sufficient level of encryption and protection must be taken care off. Doctoral researchers can have their own devices checked by the Helpdesk and IT helps with data protection and encryption.
Using phones to collect and store data requires special care and modification of device settings. Phones are often automatically connected to the device manufacturer's cloud service and simultaneous research and private use poses a security risk. You must take care to ensure that materials containing personal data, for example, are not transferred to the cloud and are protected. This can be difficult to implement in practice.
Voice recorders, cameras and similar audio-visual recording devices that are not connected to cloud services are recommended for recording voice, pictures and video. The devices are usually not protected in any way, so protect the information in them by keeping the devices in a locked space. Take special care when using and moving the devices. Transfer recordings from the devices as quickly as possible to another storage location.
Avoid connecting the devices in to cloud services when using them or transferring data. Be careful with wireless connections as well. It is safest to turn off wireless connections. You can also password-protect connections.
Funet FileSender is designed specifically for transferring large files. The service is accessible with HAKA. The application is not designed for long-term storage, and files are deleted from the system after a certain time.
Take care of storing and protecting non-digital materials as well. Materials containing personal data or other confidential information must be kept in a locked space.
|
Lapland University Consortium Library
|
Interlibrary Loan Request |