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Data Backup & Preservation
A good data backup strategy is crucial in preventing data loss and ensuring long term availability of data for future reuse. This section shares good practice in formulating backup strategy, storage media selection, and suggested file formats to preserve your research data for long-term access.
When formulating your back-up plan, you need to consider a number of factors like the value of the research data, expected level of risk, affordability of cost and time effort, and so on. Below are some good practices for your reference:
Apply the 3-2-1 rules
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Schedule your backup Backup your data on a regular interval and after every significant change to the data. |
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Regular check on data integrity Test your backup periodically to ensure you can recover the data from a backup in case of need. Migrate the data file to new storage media periodically to prevent obsoletion of storage media. Perform checksum after backup and data migration. |
Use file format with long-term availability Use non-proprietary file format with open documentation, or file format that is widely adopted, if possible. Find the suggested file format here. |
There is no perfect storage media that can provide convenient access yet never suffer from damage, loss, obsolescence. A good practice is to keep your research data in at least two different types of storage media. This helps to diversify the risks at the storage location and for both short term or long term storage. Also, it is advised to do periodical check on the accessibility of the data.
Below are the common storage media used by researchers:
Storage Media |
Advantages |
Risks |
Suitable for |
Desktop PC |
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Temporary |
Laptop |
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Temporary |
External Storage |
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Temporary |
University's Network Drive (Microsoft o365@PolyU/ PolyU Home Drive) |
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Master Copy |
Cloud Services |
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Collaboration with |
<< Previous: Backup Strategy | Next: Suggested File Formats >> |
File format is an important issue to consider if you would like to ensure long-term accessibility of your research data. Theoretically, the ideal file format suitable for long-term access should be:
It may not always be possible to find a file format that meets all criteria above. To be prudent, you may consider saving your data in more than one format below:
Data Type |
Recommended formats |
Acceptable formats |
Spreadsheets |
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Statistical Data |
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Databases |
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Text |
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Images |
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Audio |
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Video |
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You may also find more recommended and acceptable file formats for other types of data from UK Data Service.
Checksum Validation
Checksum is a quick way to check data integrity before and after backup or file migration. It creates a number string for each data file. Every change in the data file will generate a new number string so as to detect data alteration or corruption.
Below are some commonly used free software to perform checksum: