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Research Data Management: Storage and Archiving


Storing your Active Data

There are servers located on campus which allow you to use the space to store your data, these servers are reliable and safe and are regularly backed up minimising data loss. You are able to access this storage on campus machines and laptops and also remotely through the appropriate systems. There is a moderate amount of space for storage; however it is encouraged that you backup your data more ways than one.

Box Cloud Storage

Box is an online collaborative cloud storage device which is the recommended solution for managing and storing your data during the research process. All Aston staff can access box at using their usual university login credentials.  Box allows you to securely share, collaborate and store your research data from any device with internet access including tablets and smartphones.


Key benefits of using Box

  • Unlimited storage space
  • Version control allows you to download any previous version of a document or access an earlier saved version
  • Share large files of up to 5GB in file size
  • Share documents/data with anyone, even those without a Box account via an account generated link
  • Ease of collaboration – lock a document for editing, add comments to documents/data
  • High security through password protected documents
  • Box Sync allows you to access your files from your desktop – even if offline. Once you are back online, your files will sync to Box automatically
  • Granular permissions – choose from seven different types of access permissions

For further information, please contact IT services


Laptops and personal computers

Personal computers and laptops may be used for storage and backup but only on a temporary basis. Master copies should always be stored in a more secure environment. Preferably the H:/ drive could be used as well as requesting storage space from the servers on campus.

Please see the downloadable PDF Box user guide below to get started

Access and Security

It is recommended that all researchers follow the 3-2-1 backup rule. Have at least 3 copies of your research data, in at least 2 different locations, and one cloud copy. Ensure that your data are protected via strong passwords/encryptions and that only you and your immediate research team have access. In case you are working with partners across other universities, a secure password protected URL link can be created to your dataset and then shared.

Image result for 3-2-1 backup

Archiving your Research Data

How to archive your data

Many funder policies and Aston's institutional research data policy require that data is archived for a minimum of 10 years from last access..

At Aston, all data from Aston Data Explorer is archived in Arkivum. Data is stored, managed and maintained in Tier-3 data centres based in the UK. Arkivum has a ISO 27001 data security certification, ensuring that your data is secure.