What are the best practices for ensuring data security and privacy in your research project?

1 Plan ahead

Before you start collecting or analyzing data, you should have a clear plan for how you will manage and secure it throughout the project lifecycle. This includes identifying the types of data you will use, the sources and methods of data collection, the storage and backup options, the access and sharing policies, and the disposal or retention plans. You should also conduct a risk assessment to identify potential threats and vulnerabilities, and define mitigation strategies. A data management plan (DMP) can help you document and communicate your data security and privacy plan to your team and stakeholders.

2 Follow the principles of FAIR data

FAIR data stands for Findable, Accessible, Interoperable, and Reusable data. These are four principles that aim to make data more open and transparent, while respecting the rights and interests of data owners and subjects. By following the FAIR data principles, you can ensure that your data is well-organized, documented, and discoverable, that you provide appropriate access and consent mechanisms, that you use standard formats and protocols, and that you enable data reuse and citation. You can use tools and platforms that support the FAIR data principles, such as repositories, metadata standards, and identifiers.

3 Encrypt and backup your data

Encryption is a process of transforming data into a code that can only be read by authorized parties who have the key. Encryption can help you protect your data from unauthorized access, theft, or interception, especially when you store or transfer it online or on portable devices. You should encrypt your data at rest (when stored) and in transit (when transferred), using strong encryption methods and keys. You should also backup your data regularly and securely, using multiple locations and formats, to prevent data loss or corruption due to accidents, disasters, or malicious attacks.

4 Control access and sharing

Access control is a process of granting or denying permissions to view, modify, or use data. Access control can help you prevent unauthorized or inappropriate use of your data, and ensure that only the people who need it can access it. You should implement access control policies and mechanisms, such as passwords, roles, permissions, and logs, to manage who can access your data, when, where, how, and why. You should also monitor and audit your data access and usage, and report any incidents or breaches. When sharing your data with others, you should consider the purpose, scope, and duration of the sharing, and use secure platforms and agreements.

5 Anonymize or de-identify your data

Anonymization or de-identification is a process of removing or masking any information that can identify or link to a specific individual or entity. Anonymization or de-identification can help you protect the privacy and confidentiality of your data subjects, and comply with ethical and legal requirements. You should anonymize or de-identify your data before you publish, share, or archive it, using techniques such as aggregation, pseudonymization, or differential privacy. You should also assess the risk of re-identification, and apply appropriate safeguards and limitations.

6 Dispose or retain your data

Disposal or retention is a process of deleting or preserving data after the end of the project or the expiration of the data lifecycle. Disposal or retention can help you free up space, reduce costs, and prevent data misuse or leakage. You should dispose or retain your data according to your data management plan, your ethical and legal obligations, and your data value and quality. You should dispose of your data securely, using methods that prevent data recovery or reconstruction. You should retain your data in a secure and accessible format, and update your metadata and documentation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?