Storing data during research and environmental monitoring and assessment

Scientific data can be sensitive for various reasons and to varying degrees. As a result, different datasets may have different protection requirements, which will determine the suitable storage solution. Protection may be necessary due to factors such as confidentiality, the presence of information about endangered species, trade secrets, personal data (see below), or classified information.

Read more:

• Researchdata.se: Protected data.
• SLU staff web: Information security.
• Contact juridik@slu.se  if you need help with privacy and confidentiality, or read more on the staff web: Legal affairs.
• SLU Swedish Species Information Centre: Nationally protected species (in Swedish).

An information classification helps you determine the level of protection

Information classification is a method of identifying the potential consequences of inadequate protection of a given set of information in order to select appropriate protective measures. An information classification and a risk assessment must be carried out for each new research and environmental monitoring and assessment project.

Information classification provides a solid foundation for determining the most suitable storage solutions. Further information on information classification is available on the staff website.

• Informations classification (in Swedish)

Bear in mind that more information constitutes personal data than you might expect, so a thorough review is necessary. Also, be aware that metadata often includes personal data, such as land ownership details and the names of field and laboratory staff.

• You may store data on your SLU-issued work computer (in a folder accessible only by you), on SLU’s central file storage system Restricted, and in Sharepoint.
• Storing files containing personal data in SLU OneDrive or Microsoft Teams is not permitted.
• Personal data must not be stored in any cloud service unless a data processing agreement has been established between SLU and the cloud service provider.
• Sensitive personal data must never be stored in cloud services under any circumstances.
• Personal data may not be transferred to countries outside the EU/EEA.
• If data containing personal information is to be accessed by an external party, a data processing agreement is required. This applies, for example, if an external organisation or researcher – whether within or outside a formal collaboration – is granted access to the data. For further information, please refer to the link below or contact dms@slu.se for support and guidance.

Find out more about what personal data is and what requirements apply: Quick guide to data protection in research (staff web)

Some of the storage solutions available at SLU allow other individuals to view or edit saved files. Certain solutions require an SLU account for access, while others permit access by individuals from external organisations.

Please note: Not all of the options listed below are suitable for storing files that contain personal data, confidential information, or particularly sensitive/protected content.

Storage solutions for sharing data within SLU

• Microsoft OneDrive (cloud service)
• Microsoft Teams (cloud service)
• SLU's central file storage (Common and Restricted)
• Sharepoint

Storage solutions for sharing data outside SLU

• Microsoft OneDrive (cloud service)

File transfer

• Zendto

While a large storage capacity is usually not an issue, it may lead to additional costs.

• Contact the SLU IT department (support@slu.se) fore more information.
• SLU's GIS support team (gis-support@slu.se) can provide storage for large amounts of GIS data.

All scientific data at SLU should be backed up regularly to prevent data loss. Most storage services at SLU include a backup solution, but in some cases, backup functionality must be added separately. The frequency of backups and the number of file versions to be retained will vary depending on the project.

• Ensure that the storage solution you use includes a backup function and that it meets your project's specific requirements.

If you are using an SLU-managed computer (i.e. if your department has an agreement with the IT department and purchases computers through them), you can save your files in the home directory (e.g. My Documents, My Pictures). In that case, your files are backed up to SLU servers, and you can access them from other computers.

If you are not using an SLU-managed computer (for example, if your department purchases computers independently or if you are using a Mac or Linux system), you are responsible for ensuring that your files are backed up.

• Read more about what an SLU-managed computer is and how it works: SLU Computer (staff web, in Swedish).

Microsoft OneDrive is a cloud-based file storage service. Use OneDrive through SLU with your SLU login.

• Files can be shared both within and outside SLU.
• Must not be used for storing personal data, confidential information, or particularly sensitive material.
• Linked to an individual user and therefore only accessible as long as the SLU user account is active.
• No local (SLU-managed) backups of OneDrive files are available.

• Please note that there are restrictions on what may be stored in cloud services.
• There is no guarantee that specific cloud services will remain available or accessible over time.
• You are responsible for ensuring that backups exist for any files stored in cloud services, to avoid data loss if the service becomes unavailable or fails.

• Files in Microsoft Teams are only accessible to members of the respective “team.”
• Files are stored on servers outside of SLU, and therefore Teams is not suitable for storing personal data (including sensitive data), protected information or confidential material.

The IT department provides central storage services that allow multiple users (within SLU) to access shared folders. These services can be used by departments, research projects, and more. The services are managed by the IT department. There are two different options available:

• Common is used by a department or division for shared work-related material. Everyone with access to the Common folder can read, save, edit, and delete files. Common is not suitable for storing sensitive personal data, confidential information, or particularly protected material.

• Restricted is a shared storage space for a limited number of users, suitable for a smaller working group or project.

Read more about SLU’s central file storage: File storage (staff web, in Swedish).

Everyone at SLU can request a Sharepoint site with 10 GB of storage from the IT department at no cost. The Sharepoint site can be shared among multiple people within SLU.

• Read more on the IT department’s pages: Sharepoint (staff web)

SLU has a support function, GIS Support, which is tasked with assisting environmental monitoring and research activities with map services, application development, visualization services, and the storage and distribution of geographic data. GIS Support can, among other things, publish and store large volumes of data at no cost for research projects and environmental monitoring ans assessment activities.

Contact GIS Support for more information:

• Website: GIS Support
• Email: gis-support@slu.se

Zendto is a service for sending and receiving large files within SLU and between SLU and external collaborators. Zendto supports the handling of sensitive material.

• Zendto

• How to make data FAIR
• Publish data in the SND repository and Researchdata.se
• Publishing research software openly: Advice and best practices
• Set up a data management plan in DMPonline
• Storing data during research and environmental monitoring and assessment