When working with sensitive data, how and where you store it matters. Proper storage helps protect the data from unauthorized access, loss, or misuse, and ensures you're meeting legal, ethical, and institutional requirements.
Sensitive data can include anything and is not limited to identifiable human subject data. Whether you're a student, faculty member, or researcher, following secure storage practices is essential for keeping that data safe throughout your project’s lifecycle.
Here are a few key practices to help you store sensitive data securely:
Use Approved Storage Solutions
Store data on university-approved platforms such as encrypted institutional servers or secure cloud services (e.g., OneDrive or Microsoft Teams). Avoid using personal accounts or shared devices for sensitive data.
Protect with Encryption
Encrypting files adds an extra layer of protection in case of device loss or interception during transfer.
Limit Access
Only give access to individuals who need it for their role in the project. Set appropriate permissions and regularly review who has access.
Use Strong Passwords and Multi-Factor Authentication
Secure accounts and devices with strong, unique passwords. Where possible, enable two-factor authentication for added security.
Back Up Data Securely
Keep regular backups of your data in a secure location. Make sure these backups are also encrypted and protected from unauthorized access.
Follow Retention Guidelines
Know how long you're required to keep sensitive data, and dispose of it securely when it’s no longer needed.
For specific requirements or questions about storage tools, check with your department or UNT Health's Office of Research Compliance. Following these best practices helps ensure that your data remains secure and your research stays in line with institutional policies.
