Safety and Security Procedures
The last components to organizing your data are keeping your data safe (preventing loss) and keeping the data secure (preventing unauthorized access).
Step 6 – Keeping Your Data Safe and Secure
Backing Up
There is probably not one person that has not lost some data. When this happens with your research data the experience is crippling and has widespread implications. There are many ways that data loss can occur:
- Hardware failure – your hard disk crashes, preventing you from accessing your files.
- Software failure – software bug, upgrade incompatibility, overwriting with a corrupted version of the software.
- Loss of equipment – your computer is stolen, damaged, or destroyed.
- Malicious attack – your computer is infected by ransomware that locks access to your files.
- Human error – you accidentally make changes to a file and save it, overwriting the previous version.
Regardless of how the data loss occurs, the goal is to minimize the risk of occurrence. The first thing is to have multiple copies of your files. At a minimum, have at least three copies of all important files. This is facilitated if you have a good filing system. Store your files in at least two different physical locations. Storing files in multiple locations protects you in case of hardware/software failures and lost or damaged equipment. You can use an external hard drive for this purpose but be sure it is in a safe a secure location. You can also use cloud space if you have the financial resources. Whatever choice you make for storing your data, be sure to back up your files regularly.
Current technology makes this process easier and less time consuming because most computer systems allow you to backup automatically and incrementally. Automatic backups allow you to set specific times (hourly, daily, or weekly) when you want the system to back up the files. Some software systems also allow for incremental backups which only back up files that have changed since the last time the files were backed up. If possible, both automatic and incremental backup processes should be utilized.
Lastly, and one of the most overlooked steps, is to test your backups to be sure you can actually retrieve the files should you need them. Select a time interval that is best for you, and once during that time interval, select a set of files, from different folders, to open or restore. For good measure, you should choose different folders and files every time.
Security
Protecting your data is central to the research process especially if the data you are collecting is sensitive and confidential. What is discussed here is a basic outline of best practices. The specifics of how hackers gain access to your systems and accounts is beyond the scope of discussion. If your research is highly sensitive, and there is the real possibility that it may attract the attention of sophisticated attackers (e.g., corporate and government entities), you should seek assistance from experts in cyber security.
One of the easiest ways to secure your data is to use complex passwords. The password should be at least ten characters and include a mix of lower and uppercase letters, numbers, and symbols. When possible, do not re-use your passwords, or variations of them, across different user accounts.
Another step is ensuring that the devices you are using for collecting and storing the data are secure. Always keep your operating system and browser up to date and make sure automatic updates are turned on. Most operating systems have a firewall and virus protection program included so make sure they are turned on as well.
Lastly, you should encrypt your data especially if you plan to do field research or export your data to other researcher or to a central location. For particularly sensitive data, consider using a dedicated encryption tool for additional security.