Research Data Storage Options
IS appreciate that for some of our research community, there has been a lack of clarity regarding the storage of research data within the UoP, particularly following the announcement of Google storage limits in the summer. The following information is a response, to better communicate our plans for research data storage for the immediate and longer term.
Below you will find examples of live and archived data solutions along with information on the potential cost.
Frequently asked questions also included. For more information please contact your Service Delivery Manager.
Research Data Enquiry Form: Complete this form for new projects that have data storage requirements beyond the standard provision.
| Storage Type | Scenario | Potential Cost | Notes | |
|---|---|---|---|---|
|
Staff Account Cloud Storage (Google Drive) 16GB (Standard Tier) |
General purpose, small or medium sized data storage needs. | No cost within 16GB limit. Reasonable increases above standard allocation can be accommodated. Larger requests, Google storage in batches of 10TB per year @ £3600 |
Integrated with the customers current web collaboration tools. Provision and support is quick and relatively easy. Allows simple external sharing and is secure and resilient. Protected by MFA and other web-based security features. In the future Google Drive will be replaced by MS OneDrive. |
Standard Provision |
|
Staff Account Network Storage (N Drive) 20GB (Standard Tier) |
General purpose, small or medium sized data storage needs | No cost within 20GB limits. |
Integrated within the current standard device login (N Drive mapping) Highly available, secure and backed up. No sharing with other users. Limited mobility. |
Standard Provision |
|
On-Premise Network Storage (NetApp) Up to 2TB |
User who needs average performance for non-critical data which allows a drive mapping for onsite multiuser access. This solution was the historic option but is increasingly being replaced by standard cloud. |
£400 per TB per year. Backed up data chargeable at £800 per TB per year. Minimum of TB provision. |
Includes snapshots and off-site mirroring (mirroring = identical copy in another data centre) Does not support external sharing easily Would be mounted as a new network drive or added to K drive. Not encrypted by default. |
Requires SDM Consultation |
|
User Storage Device (USB drives etc) Up to 10TB |
In environments where network connectivity and or portability are required (fieldwork for example). Or whereby laboratory equipment requires temporary storage for data dumps of binary data. | Low cost, depending on size and type of device | If a device fails then the data will be irretrievably lost. Therefore, the use of encrypted portable devices (e.g. external hard drives, USB sticks) should only be used for temporary storage or when necessary (e.g. during fieldwork) | Requires SDM Consultation |
|
Bespoke On Premise (Large Storage Array) From 50TB + |
Users who require large storage solutions for quick access to critical data, that must have backup and enterprise level maintenance and support. | A recent example for 400TB mirrored (800TB in total) = £160K one off purchase, with 3 years maintenance. Maintenance into 4th year and onwards approx. £90k (the maintenance is required). |
Large storage arrays may be recommended by your SDM following consultation with our third-party storage experts. Hosted in an IS data centre. They have enterprise level maintenance for security updates and hardware support. No external sharing. |
Requires SDM Consultation |
| Storage Type | Scenario | Potential Cost | Notes | Provision Type |
|---|---|---|---|---|
|
Cloud Archive/Glacial Storage (Various providers) |
Long term storage of rarely accessed data. Only suitable for genuine archives |
Untouched data can be highly cost effective, but has cost associated with upload and subsequent access. This would currently be considered a bespoke solution. |
Costs depend on what the use case is. Generally, true archive data, which is not retrieved at any time is relatively cheap. But these costs significantly increase if access is required. |
Requires SDM consultation |
|
Research Data for Publication (Pure or other repositories |
Researcher has completed their research and is required to store all relevant data, usually in an open forum. | Depends on platform and requirements. |
Depending on the nature of the research this could either be a national or international repository, the UoP solution (PURE), or a specific solution listed above depending on requirements. Contact your Research Data Officer for more information |
Standard Approval |
|
Restricted access archive (pilot) |
For situations whereby all involved in a research project have left the University and storage of data is required to avoid potential issues, re data breaches etc |
The purpose of this pilot is to both assess likely demand and develop the archive service. This service is fully managed by the Research Data Officer. It should be noted that this provision has limited amount of storage (1TB in total). It is envisaged that the pilot will support the proposal highlighted below. |
Requires DRI approval | |
| Institutional Long-Term/Archive Storage* |
Institutionally managed, long-term storage of data that requires regular access. This could be used to store project information , e.g consent forms, raw data etc that we may need to store for a long period of time e.g. 50 years and data cannot or should not be stored on open access platforms or PURE. |
A business case for this solution is being developed between DRI and IS. | At business case stage |
Frequently Asked Questions
Yes, you should continue to use your Google account as normal until informed otherwise.
On 1st November 2024 our contract with Google changed, whereby we had an institutional limit applied to our Google storage with significant cost or business impacts if it is exceeded.
Therefore, it was imperative that we moved from our previous ‘unlimited storage for all’ approach, to a managed storage model by imposing limits and restrictions. This allowed us to better manage our usage so that we do not exceed our institutional allowance and incur penalties.
We applied individual storage limits to our all staff (16GB) and student (7GB) accounts; 95% of accounts were using significantly less than these limits. However, those accounts using more than these levels were placed into a series of storage tiers to ensure they were not impacted by the change.
We also removed the ability for Google Shared Drives to be created with unlimited quotas. These Shared Drives are now created with appropriate quotas, on request by completing the Request a Google Shared Drive form. Both changes are industry standard practises that bring us in line with all other education institutions.
If you have reached your individual storage limit in Google and need additional storage, you can request more by using self-service forms below. We just ask that you have completed housekeeping of your data before making this request, and that you answer some basic questions (how much storage you need and for how long etc). We can then provide the additional space, or in the case of large requests, guidance on the options or costs. Where necessary we may refer you to a specialist to explore your requirements in more detail. These requests can be made by following the links below:
- Data Storage Exception Request - If you have exceeded your individual storage limit on your Google staff account.
- Request a Shared Google Drive - If you require a Shared Google Drive, for team use as an example.
You can always contact your SDM to talk about the storage options for research data. This article also contains tables showing possible solutions for live and archived research data.
Please be aware that you need to discuss any nonstandard solutions with your SDM.
No, until you are told otherwise, please do not move any data to Microsoft OneDrive or SharePoint. We have not yet agreed the timeline for moving our research data repositories to Microsoft, it is also worth noting that Microsoft has data storage limits too, so it is important that it is rolled out in a way that prevents us replicating the storage issues we have with Google.
No, not unless you are recommended to do so (users doing fieldwork for example), these devices are easily lost, damaged, or compromised. There is also no guarantee that future technology will remain compatible with their means of connection.
No, The University’s contracts with our cloud providers ensure compliance with Data Protection legislation and a basis in UK law.
This is not the case with most personal cloud storage contracts, so transferring personal data to these would constitute a data breach, for which the individual could be held personally liable.
Reminder: many funders allow you to apply for the cost of data storage in your funding application. If the opportunity is there, then you need to take advantage of it.
The University can provide a limited amount of data storage, higher allowances, bespoke solutions or long-term storage requirements may incur an additional cost.
Every research project should carefully consider their research data storage needs and complete a data management plan. This should include the full lifecycle of the research, for example, during and equally important, afterwards.
If you have questions, please contact the researchdata@port.ac.uk or your SDM.
We would recommend that all researchers review the Support for Researchers website which can provide in-depth support on the following:
- Open Access: Publishing and Compliance
- Research Data Management - including Data managements plans, reusing, creating, storing and organising data, Data Availability statements
- Searching for research
- Publishing your work
- Research metrics
- Theses and Dissertations
- Research IDs
- Help and contacts
- For general research data advice please contact researchdata@port.ac.uk. Or visit the Support for Researchers website
- Your SDM is available for further advice and guidance on research data storage.
- Contact the IT Service Desk for any additional advice not found above.
- Visit the Digital Declutter support page for hints, tips, help and advice.
- Our Digital Skills team are running training sessions to support you in housekeeping your data and are also available to provide more detailed support where required, details can be found on the Digital Declutter support page.
- Corporate Governance has additional support and some quick wins, available on the Information Matters intranet page, under “Google Housekeeping Update”.
Service Delivery Manager Contact Details
Les Black
les.black@port.ac.uk
Service Delivery Manager for:
- Science & Health
- CCI
David Bowes
david.bowes@port.ac.uk
Service Delivery Manager for:
London Campus
Chris Johnson
chris.johnson@port.ac.uk
Service Delivery Manager for:
- Humanities & Social Services
Barry Miles
barry.miles@port.ac.uk
Service Delivery Manager for:
- Technology
- Business & Law