Research data management

Storing non-digital data

Not all data is digital. Physical research materials such as lab notebooks, specimens, or analogue recordings also need careful planning.

When managing non-digital data, consider:

• who needs to access and how it will be managed
• how the item is managed, catalogued, and maintained
• what level of security is needed, based on Research Data Security Classification
• where descriptive metadata is stored, to ensure discoverability
• whether it is locatable in a records system or database
• who is responsible for creating and maintaining digital backups (e.g. scans or digital records of analogue data).

Physical data should be stored within your school, institute or research centre. Oversight by the Head of School or Institute Director helps ensure storage conditions are appropriate and meet institutional requirements. Refer to the Research Data Management Procedure for detailed guidance.
 

Safeguarding non-digital data  

Durability depends on storage conditions. Physical data should be protected from environmental and physical risks: 

• Use lockable, secure storage (e.g. rooms, cabinets). 
• Keep a log of who has access, including keys or swipe card holders. 
• Use check-in/check-out procedures for items that move between locations. 
• Label and organise materials clearly for ease of use and access. 
• Ensure storage availability matches retention requirements.  

See Data retention and disposal for detailed guidance.