Research data should be stored on a central server. Access should be possible for authorized persons and the research data should be backed up regularly.

Data should be backed up according to the 3-2-1 rule: 3 copies on 2 media, with at least 1 copy stored separately.

The creation and use of a clear structure for data organization is essential. Scientists who are new to a research group can inquire whether there are already predefined structures in the working group.

Efficient handling of individual research data is important, especially when data sets are subject to change during the course of the research project. Version control goes hand in hand with a precise naming convention.

The designation of the individual data records should be sequential and include the storage date in addition to the version number. This should follow the YYYYMMDD format to facilitate subsequent sorting processes. If a data record has been finally edited, the version should ideally be marked as final.

For collaborative work in projects and research data management, the university provides Sciebo ("Science Box"), an internal, non-commercial cloud storage facility. Sciebo enables the secure storage, synchronization and sharing of data within research teams and with external project partners.

Sciebo is suitable for joint data organization and file sharing. Research teams can use it to coordinate folder structures, make versions traceable, clearly define roles and access rights, establish good documentation, standardize metadata and create comprehensible workflows to make results understandable and verifiable in the long term. The tool also facilitates coordination, the joint, simultaneous editing of documents and the secure exchange of large files. At the same time, the platform meets the high requirements for data protection and security (GDPR-compliant).

Sciebo is used at more than 20 universities in NRW. Research projects can be given shared storage space and external people can be invited to collaborate. Back-up is very limited. Sciebo is therefore a working and exchange storage system, but not an archive system and not suitable for backing up data for years. All participants must therefore ensure that the stored data is backed up on another system themselves (see 3-2-1 rule). In order to publish data with persistent identifiers (e.g. DOI), institutional or subject-specific repositories are also required.

Access

Sciebo is available to all members of Witten/Herdecke University. Further information is available from the software services.

The BIT has also set up a list of FAQs for Sciebo.