Section 3.4.
Deciding how to store data17 18
Organising, referencing and storing your data can take time but is worth your while and an important discipline
to have. Your analysis will be difficult if your data is not available in a useful format. This is particularly the case
when your data collection is large and gathered over time. It helps to have someone with the right skills to
support you in this process.
There are many ways of storing data, both in hard copy and digitally. Think about the resources you have
available and select an appropriate storage system that works for you and the data. The ethical considerations
of data storage are covered in Section 3.3, but some pointers will help you with the logistics. The aim is to:
• be able to access the information easily,
• ensure it is referenced correctly with the title, the author, when it was gathered, how it can be accessed,
what version it is and what level of sensitivity it has. Note: the UN uses three levels (strictly confidential,
confidential and unclassified.19),
• ensure the data is secure and safe from physical threats such as fire, water, exposure to light or theft,
• be clear about who can access the data.
There is a wide range of digital storage systems. If using one, ensure that sensitive information, in particular, is
protected by encrypting the data (making it unreadable by anyone other than those who have legitimate access
to it). An Information and Computer Technology (ICT) staff member can support this and/or there is information
online.
A common backup rule to protect against data loss, which works for both hard copy and digital material is the
3-2-1 rule.20
3
2
1
Ensure you have at least 3 copies of anything important,
stored on at least 2 different media/storage devices/cloud systems,
with at least 1 copy in a different geographical location to your own.
Equipment: part from an online device for digital data, it is useful to have a lockable and fireproof filing cabinet
and a shredder for information that may be sensitive but no longer required.
Consider arranging a confidential material pick-up and disposal system.
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