This handbook provides guidance for responsibly storing, archiving, and preserving data generated or managed within the University System of New Hampshire community. It applies to personal work data, departmental operational data, and research data.
These best practices are intended to reinforce these principles of responsible data management:
Confidentiality: Protect sensitive data from unauthorized access.
Integrity: Maintain accuracy and completeness of data over time.
Availability: Ensure data remains accessible when needed.
Compliance: Follow institutional policies, federal/state regulations, and contractual obligations.
Stewardship: Treat University System data as a valuable institutional asset.
Data Storage Best Practices
How to Categorize and Store Your Data | |||
|---|---|---|---|
What kind of data is it? | Examples | Where to store it? | Tips for managing the data |
| Personal Work Data | Work emails, drafts, notes, individual project files |
| Avoid long term storage on local hard drives. Utilize USNH’s cloud resources! |
| Departmental data | Administrative records, program files, shared resources |
|
|
| Research Data | Raw datasets, lab notebooks, code, survey responses |
| Follow IRB, grant, and data management plan requirements |
Prohibited Storage Locations | ||
|---|---|---|
Personal Cloud Storage | Unencrypted Portable Drives | Unsecured Personal Devices |
Organizing Your Data | ||
|---|---|---|
Use descriptive file/folder names and dates | Version files clearly | Maintain consistent naming conventions |
| (e.g., v1.0, v1.1-final) |
|
Access Control | ||
|---|---|---|
| Grant the minimum necessary access | Review permissions annually with your Data Stewards | Remove access when roles change |
