What are the best practices for archiving research data for long-term access?

Properly archiving research data ensures that it remains accessible, secure, and usable for future research while complying with Indiana University policies and funding agency requirements. Before archiving, researchers must classify their data according to IU’s data governance framework. The RCData Sharing and Handling ToolProvides guidance on data storage, sharing, disposal & classification RC Data Sharing and Handling Tool can assist with this process. Researchers should also adhere to any retention policies set by the university and funding agencies.

To ensure data integrity over time:

• Researchers should store files in open, non-proprietary formats (such as CSV instead of Excel or TIFF instead of JPEG)
• Include proper metadata documentation using standardized schemas like Dublin Core or DataCite. 
• Researchers should implement encryption, version control, and secure access permissions to protect against unauthorized access or accidental data loss.
• Use automated backups and integrity checks to prevent corruption and ensure data preservation
• Follow funding agency guidelines and repository requirements if research data is required to be openly shared

When sharing research data, researchers at Indiana University must ensure that participant consent aligns with both ethical standards and IU policies. Proper informed consent is essential to protect participant privacy and comply with regulations such as RCHIPAAHIPAA compliance information RC HIPAA , RCFERPAFERPA compliance information RC FERPA , and RCfederal funding agency requirementsResource for understanding federal funder research data sharing policies RC federal funding agency requirements . If data is shared externally, researchers must ensure that the original consent agreement explicitly allows for data sharing and that participants fully understand how their data may be used.

For questions about proper data archiving, researchers can consult RCUITS Research Data ServicesConsulting and software tools to help optimize use of data storage options RC UITS Research Data Services , RCSecureMyResearchFree resources & consulting to help researchers protect data RC SecureMyResearch , or RCIU LibrariesContact information for IU Research Data Services Librarians RC IU Libraries for guidance on selecting storage solutions, metadata standards, and long-term accessibility.