Before commencing your research project you will need to consider how you will store your active data during the project and then retain your data long-term for the required retention period. This page takes you through:
The intellectual property your research creates is just as valuable to cyber criminals as it is to you. Adversaries may steal your data to make a profit, advantage other nations or disrupt research activities on ideological basis. Ensuring adequate security measures are in place is therefore paramount.
Security starts with you. You are responsible for safeguarding your own data and your research project, as well as UWA’s reputation. The University provides you with multiple options to securely create, store, collaborate on, and publish, your data. It is important you carefully establish the information protection classification of your research and utilise tools and systems that cater for the sensitivity level of your project.
The following storage matrix provides an overview of common data storage options. The Supported and Recommended Section outlines UWA’s preferred options and their key features to help you make an informed choice.
1 - More storage can be requested from Uni IT via ServiceNow
2 - Deleted files can only be recovered from backup within 90 days. Files not deleted are retained indefinitely.
3 - Storage solution being decommissioned and migrated to SharePoint/OneDrive
Research Projects
UWA staff and HDR students can now set up a dedicated workspace for research projects in Microsoft Teams and SharePoint. Called a “Research Project,” this workspace will provide:
For researchers who have been using AARNet CloudStor to store research data, Research Projects in MS Teams offer a suitable replacement.
Work through the following tabs to set up and start using your Research Project workspace in MS Teams.
Case Studies
View short case study videos from UWA researchers on how they have been using Teams to manage their Research Projects.
Professor Michael Burton, an Agricultural Economist, explains how the Westport project are using Teams for collaboration and data management.
Linda Wilson, a PhD Doctoral Student studying the geography of Australian Honeybees, discusses how she used MS Teams to manage her research workflow and collaborate with her supervisors.
Creating a 'Research Project' in Teams
UWA staff and HDR students can set up research projects in Teams by completing a short form available on the ‘Create a Team’ intranet page. Once the form is completed the Teams site is automatically created, usually within 30 minutes.
Information icons throughout the form provide tips about completing the form, or see detailed assistance on each Step of the form below:
Step 1: Click the “New Group/Site” button to open the form
Request a research space by selecting the "RES" option.
Step 2: Name and describe your research project and SharePoint site.
Accept the 'Use this' option.
https://uniwa.sharepoint.com/teams/res-singlecellmisoproject
Step 3: The next section of the form relates to the sensitivity of your data and external collaborators.
Research projects will be ‘Private’ by default. Private workspaces can only be accessed by workspace members.
Tick the ‘allow external users’ option at this point to enable you to allow users from outside your organization. Submit a Digital Guest Access Service Portal form later, providing non-UWA colleagues with access to the Teams Workspace.
Step 4: Add owners and members.
To minimize the risk of the loss of administrative access to data please nominate at least two ‘Owners’ of your workspace.
Then add Group Members. Add colleagues who you will be collaborating with and who require access to the research project files within the form.
It is possible to transfer ownership or add additional members and owners once your Teams workspace has been created.
Step 5: Provide some basic information about your research project.
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Your new Research Project workspace in Teams provides a secure location to store and work on your research data. Learn more about working with files in your new workspace, including saving, sharing, deleting, recovering and version control.
*Note: To view the LinkedIn Learning videos in this section, you will need to activate Linkedin Learning. Here are the instructions.
Saving files
To start saving files to your new Research Project space in Teams, follow these steps:
Alternatively, if you would prefer to work in SharePoint, select 'Open in SharePoint' from the menu. Your SharePoint site will open in a browser.
Learning more about working with channels by watching this LinkedIn Learning video: Working with channel files from Managing Projects with Microsoft Teams
Sharing files
As files uploaded and shared to a team are accessible to every member of the Team, there is no need to check files out or worry about if one of your colleagues has the document open. Just open the file you need to edit and if other team members are editing it too your changes will be seamlessly merged as you work.
For more watch this LinkedIn Learning video: Coauthoring in files from Managing Projects with Microsoft Teams.
If you want to share files with people outside of your Team, watch this LinkedIn Learning video: Share files outside of Teams from Microsoft Teams: Working with Files.
Delete and recover files in Teams
See this Microsoft support page on how to delete and recover files in Teams.
Return to an earlier version of a file in Teams
Watch this LinkedIn Learning video: Managing file versions from Managing Projects with Microsoft Teams.
Sync Teams files with your computer
If you are accustomed to using the UWA network drive through File Explorer to save your research data, you can sync your Project's Team channel to your computer to achieve a similar workflow. This also enables you to work on your documents offline.
Watch this video demonstrating the same process: How to Sync Teams Files to File Explorer
Research Projects support
For further support setting up your Research Projects workspace in MS Teams, contact your Library team:
Microsoft Teams support
There is a wealth of information available to help you with making the most of your MS Teams workspace for collaboration and confidential data use, management, and storage.
UWA Intranet pages
LinkedIn Learning courses. Note: To view LinkedIn Learning videos through UWA's subscription, you will need to activate Linkedin Learning. Here are the instructions.
Teams, Onedrive and SharePoint - what's the difference?
Watch this LinkedIn Learning video: Understand the differences between OneDrive, Teams, and SharePoint document libraries from Modern Project Management in Microsoft 365
The UWA IRDS provides researchers with a centralised, secure and UWA-supported data storage facility to store electronic research data, enabling ongoing access to these valuable assets at no cost to researchers and in a broad range of file types.
A share in the IRDS can be requested through the ServiceNow self-service page.
Store owners can assign access permissions to their UWA collaborators via Service Desk forms available at the ServiceNow self-service page.
An IRDS share can be mapped to your drives for use on campus:
External collaborator access to your IRDS can now be achieved by asking your external collaborators to complete a human resources form.
For assistance contact staffsupport-lib@uwa.edu.au
UWA-managed storage platforms meet standard security, backup, compliance and management requirements for research funders and ethics approval. Some standard text is provided below for use in applications and agreements to assist when researchers are requested to describe UWA data storage compliance.
For projects storing data in the Institutional Research Data Store:
The data generated in the proposed research project will be stored according to UWA’s Research Integrity Policy.
This policy was developed to ensure that UWA research aligns with the principles and practices of the Australian Code for the Responsible Conduct of Research including those relating to research data storage.
The research data for the proposed project will be stored in the UWA provisioned IRDS service. This is located on Australian servers, is backed up, includes disaster recovery provisions, and can store data classified up to Confidential Restricted. Research data stores holding Confidential Restricted information have additional monitoring and logging applied to them that record when and where changes are made to the store, potential malicious activity, and enable UWA UniIT to be proactive in preventing loss or unauthorised exposure of data.
Data is accessible only to project collaborators identified by the project owner and access requires multifactor authentication using institutional usernames and passwords.
Additional security monitoring software is applied to all stores classified as Highly Restricted and Confidential Restricted to protect as against unauthorised and/or malicious access, use and disclosure.
Data stored in the IRDS is subject to the Western Australia University Sector Disposal Authority (WAUSDA) for retention and disposal.
For projects storing data in Microsoft Teams/Sharepoint:
The data generated in the proposed research project will be stored according to UWA’s Research Integrity Policy.
This policy was developed to ensure that UWA research aligns with the principles and practices of the Australian Code for the Responsible Conduct of Research including those relating to research data storage.
The research data for the proposed project will be stored in UWA provisioned Microsoft Teams/Sharepoint service. This is located on Australian servers, is backed up, includes disaster recovery provisions, and can store data classified up to Highly Restricted. All stores are monitored for unauthorised and or malicious access, use and disclosure.
Data is accessible only to project collaborators identified by the project owner and access requires multifactor authentication using institutional usernames and passwords.
Data stored in Microsoft Teams/SharePoint is subject to the Western Australia University Sector Disposal Authority (WAUSDA) for retention and disposal.
Determining how long your data needs to be retained has many benefits:
Research data must be retained in order to satisfy:
According to the WAUSDA (WA University Sector Disposal Authority), all research data needs to be retained for at least 7 years after publication or conclusion of the project, but many types of data need to be retained significantly longer and in some cases permanent retention is required. See Reference Point 12.6 Data Analysis and Results on page 93 of the wa-universities-sda.pdf .
Factors leading to longer prescribed retention periods include:
WAUSDA Quick Guide to Determine the Retention of Research Records
Records relating to University research projects with outcomes that are or become:
Records relating to research that is not deemed major, as outlined above.
A clinical trial is 'any research study that prospectively assigns human participants or groups of humans to one or more health-related interventions to evaluate the effects on health incomes' (definition from: World Health Organisation (2018) International Clinical Trials Registry Platform, pg 6).
A clinical trial can involve testing a drug, a surgical procedure, other therapeutic procedures and devices, a preventive procedure, or a diagnostic device or procedure.(definition from: National Health & Medical Research Council (2009) National Statement on the Ethical Conduct of Human Research, pg 33)
Once your data has passed the minimum retention period as described in WAUSDA, you will need to complete a RADS (Records, Archives & Digitisation Services) Record Item Listing (template available via the Staff Intranet or on request to records@uwa.edu.au). The RADS team will then confirm the minimum retention period of the research data and ensure there are no current Freedom of Information or other outstanding actions on the records before initiating the destruction approval process.
Once approval of destruction is granted secure destruction of research data involves using irreversible methods to ensure that the data is no longer usable. It is critical that confidential or sensitive data remains unreadable.
Non-digital data should be physically destroyed using appropriate methods which are as secure and environmentally friendly as possible. Physical records must not be discarded using paper recycle bins or ordinary waste bins.
Please contact records@uwa.edu.au for assistance in organising the provision of secure destruction services.
Relevant documentation:
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