Research IT

Unlocking Research Data Storage: Tips and Guidance

Need to request Research Data Storage (RDS)? It’s a crucial step for managing your research data securely and efficiently! Here are some key factors to consider before submitting your request to Research IT.

All researchers across the University need somewhere safe and secure to store their research data. Here in Research IT we provide centrally hosted, resilient, backed-up, data storage for research staff and PGR students. You can request research data storage through the Connect portal form. In order to help your request be dealt with as quickly as possible we've put together some handy advice and guidance.

Requesting new shares

Data Classification

The type of data you are storing determines whether RDS is the right platform. While research data can be stored in RDS, certain types require additional precautions, such as encryption when not in use. This applies to:

  • Audio and video files that contain personally identifiable information
  • Whole genome or biometric data
  • Direct identifiable data (e.g., consent forms, contact details)
  • Weakly pseudonymised data that carries a risk of re-identification through data linkage

Anonymised data is generally acceptable for storage in RDS, but whole genome or biometric data requires further assessment by the Information Governance Office (IGO), and an Information Governance Risk Review (IGRR) will be required. If you’re uncertain, don’t hesitate to ask us for guidance.

RCODES

Researchers can receive up to 8TB of free storage for each RCODE, which applies to externally funded projects. However, RCODES can only be used once and must be linked to the budget holder of the project. The business owner of the share should be the budget holder. Other code types, such as P and AA, cannot be used to set up free shares.

Unfunded Research

Recognising that early-career researchers may not have grants, RDS offers 8TB of free storage for academics (lecturers and above) for conducting unfunded research.

Business Owners

Business owners are responsible for managing the data in their share, including adding/removing users. Only permanent staff (lecturers, research fellows, and above) can act as business owners. Understanding that managing a share can be demanding, a backup business owner may be assigned to assist. However, postgraduate researchers (PGRs) and undergraduate (UG) students cannot be backup business owner.

Data Management Plan (DMP)

A DMP is required to ensure proper data handling and security. If you need assistance with creating your plan, the library provides support to help you develop a comprehensive DMP.

Requesting access to existing shares

Business Owners

Only Business Owners have the authority to grant or remove access to shares. If you need access but are not the Business Owner, you must either ask the Business Owner to submit a request on your behalf or to attach their written approval to a ticket.

Path Name

When requesting access to a specific share, be sure to clearly indicate the full path to the share you need. Simply naming the folder is not sufficient—provide the complete directory path for accurate processing.

Getting help

We hope these tips make requesting Research Data Storage easier and more straightforward. If you need any assistance, feel free to reach out—we’re here to help, you can contact us via email or raise a support ticket.