Managing Research Data
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      Securing Research Data: Optimal Backup Solutions for Your Scientific Data

      This guide gives best practices for backing up data during a research project.

      The 3-2-1 Rule

      Establishing an effective system for backing up your data is crucial to the success of a research project. The 3-2-1 Rule is a mnemonic device to help you remember how to back up your data. It stands for 3 copies, 2 types of media, 1 offsite. Though there have been recent criticisms of and modifications to the 3-2-1 Rule, it is still the most widely used and recommended system for backing up data. This article walks you through the 3-2-1 Rule, with some modifications to account for widespread adoption of cloud storage in research.

      3 Copies

      The first part of the 3-2-1 Rule is to create (and regularly update) three copies of your research data. One copy is the working copy, which you will modify and save throughout the work week, and the other two are backup copies. It is important to implement a schedule for updating your two backup copies. For example, you may decide to update them at the end of the day every Friday. You will also need to occasionally check the integrity of the data – for example, using checksums, since a corrupted backup is useless. You may want to assign a research team member to be in charge of backing up and checking the data, or set up the backups to run automatically.

      2 Types of Media

      You should choose at least two different types of storage media. This prevents you from losing all of your copies in a single incident (e.g., a computer crash). Common types of storage media include:

        • Desktop or laptop internal storage
        • Cloud storage
        • External hard drives
        • Networked drives
        • Optical storage (CDs and DVDs)

      1 Offsite

      This rule refers to storing at least one of your copies in a different place from the rest. If you are relying on physical backups, you might keep an external hard drive in your home office, away from the lab. If you are using cloud storage for your working copy, your offsite backup copy can be through a second, different cloud storage provider. This prevents data loss due to theft or disaster (e.g., a hurricane destroys your lab building).

      Example of a 3-2-1 Compliant Backup Plan

      1. A working copy is stored in Microsoft OneDrive.
      2. A copy is stored on an external hard drive (updated monthly).
      3. A copy is stored in Dropbox (updated weekly).

      Other Considerations for Data Backup

      • How sensitive is your data? Not all data can be stored in all platforms, and some data must be encrypted. For example, when working with human subjects’ data, you may be restricted to HIPAA-compliant storage options.
      • How much data are you generating? If your research generates a large amount of data, you may be limited in what platforms you can use, or you may need to compress one backup copy.
      • What is your budget for data backup? Especially when you are working with very large datasets, some platforms may wind up being cost-prohibitive.
      • How often do you need to access or back up your data? Some types of storage (“cold storage”) are slower to access. You may not need access to all data at the same time.
      • Do your collaborators need access? If you are collaborating with researchers outside your institution, you need to pick a platform accessible to all.
      • Who at your institution can help you assess your options? Data storage questions can often be answered by your Research IT or Research Computing office.

      Additional Resource

      Data Backup Plan (File Download) – A worksheet to guide you through writing your data backup plan.

      Sources

      Bischof, Steve. “Managing Your Data: Backup Your Data Regularly.” University of Massachusetts Amherst Libraries, December 20, 2023. https://guides.library.umass.edu/data/care/backup.

      Dyer, Ann. “Research Data Management: 2.3 Data Storage & Backup.” Washington State University Libraries, March 6, 2023. https://libguides.libraries.wsu.edu/rdmlibguide/datastorage.

      Huck, Jennifer. “Research Data Management: Data Storage and Backups.” University of Virginia Library. Accessed December 30, 2023. https://guides.lib.virginia.edu/c.php?g=515290&p=3522219.

      Pendell, Kimberly. “Manage Your Research Data: Backup, Storage & Security.” Portland State University Library, November 30, 2023. https://guides.library.pdx.edu/c.php?g=318088&p=2185650.

      Soltow, Kevin. “Keep Your Data Safe with 3-2-1 Backup Rule.” StarWind Blog (blog), September 7, 2023. https://www.starwindsoftware.com/blog/the-3-2-1-backup-rule-why-your-data-will-always-survive.