Developing a robust backup strategy for research data is a multifaceted endeavor that necessitates careful planning and adherence to specific guidelines. Most data platforms have extensive features and procedures to cater to this, however, to be transparent about if sufficient copies of the data will be stored by the used storage solutions, these details should be included in a comprehensive data management plan. This plan serves as a blueprint, detailing the types of data to be collected, the methodologies for data storage and preservation, the frequency of backups, and the designated storage locations. For the latter one, diversification of storage solutions is a crucial step to mitigate any potential risks. One of the best practices is to deploy a combination of secure cloud-based platforms (e.g., OneDrive, SURF Drive, etc.), institutional infrastructure (e.g., Yoda, DAG), redundant external hard drives or other reliable storage mediums that can reduce the vulnerability of data loss due to a single point of failure.

The 3-2-1 rule states that you should have:

• 3 Copies of your data
• 2 Different mediums (2 different kinds of storage or models of hard drives)
• 1 Copy is kept off-site (to protect against natural disasters)

Ideally, this should all be automated by the storage platform so that you as a user do not have to manually do anything extra to manage your data. Enterprise data systems and services take care of this at a binary level to ensure that data is kept in multiple locations.

If this is not automated by your system, or the system only keeps two copies of the data, we suggest regularly making extra copies of your data to another system. If possible, automate this backup as well with computer scheduling tools such as Task Scheduler (Windows) or crontab (Linux).

Implement data backup strategy

Implementing a data backup strategy doesn’t have to be complicated. Here’s a step-by-step guide:

Assessment

• Identify data that cannot be easily recreated or recalculated and ensure that it is sufficiently backed up in regard to the 3-2-1 rule.
• Determine the frequency of backups based on data changes and importance.
• Assess institutional requirements dictating data backup and retention.

Select Backup Locations

• Use the suggested data storage platforms provided by UU, mentioned on the suggested storage solutions page. You may use a mix of the different platforms.
• Choose a mix of local and offsite storage options.
• Encrypt data to protect against unauthorized data access.
• Make sure the backup locations of your choice have a version control functionality in place.
• Determine the required storage space for your backups, by taking into consideration any potential data growth.

Data Classification

• Prioritize your data and backup the most critical information more frequently. Tailor your backup strategy based on the importance and sensitivity of the data.Assess the importance of your datasets for how crucial they are to your research or meeting your other goals.Data that is intermediary and not the final results can still be useful and still should be backed up, however, it may be considered less of a priority to back this data up.
• Use version numbering and dates in your file names so you can keep track of file versions. Create new versions when you make changes to files. If you need to recover from a backup, these file naming conventions can help you see which data needs to be restored.

In conclusion, implementing a practical data backup strategy involves systematic steps. Assess critical data, follow the 3-2-1 rule, and align backup frequency with data importance. Choose diverse backup locations with encryption, considering institutional requirements. Prioritize critical information, including intermediary data with lower backup priority. Finally, incorporate version control practices for efficient tracking and recovery. By following these steps, a robust and tailored data backup strategy can be established, ensuring the safeguarding of valuable information.