Storing data and information

Storing data and information correctly is key to maximising its value, maintaining security, and ensuring legal compliance. As a user you are responsible for securing the data you handle.

Always store digital data and information on approved systems like the University’s instance of OneDrive, SharePoint, or Microsoft Teams. These platforms are secure, regularly backed up, and provide easy collaboration without the need to send files via email. Backup copies of files are kept for three months on OneDrive and SharePoint so that you can restore deleted files or retrieve a previous version.

Avoid unsupported third-party cloud services, as they may compromise security.

Store physical data and information in locked cabinets or rooms with restricted access, ensuring only authorised people have the keys, passcodes, or library card access.

The Research Data Service offers advice on all aspects of storing research data.

Reviewing access

Regularly review who has access to both digital and physical data, especially when team memberships change or when leaving the University. If leaving the University, move any University data or information to a shared SharePoint or Teams location, or transfer it to your colleagues who will need to use it. If leaving, your permissions and access will be withdrawn so this makes sure the data and information are not lost when you go.

Length of storage

Finally, do not store data and information for longer than it is needed, both physical and digital. Check the University Records Retention Schedule to find out how long certain information needs to be retained, and whether it should be archived or disposed at the end of its retention period.