Guidelines for Secure and Compliant Research Data Management
Managing research data securely and efficiently is essential for compliance and long-term usability. ETSU offers multiple storage options for research data, including OneDrive for Business, Amazon Web Services (AWS), and specialized HIPAA-compliant storage.
Use the sections below to find the best storage option for your research needs.
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Where Should I Store My Research Data?
ETSU provides several options for storing and backing up research data, depending on data type, security requirements, and compliance needs.
- For non-HIPAA research data, OneDrive for Business is the recommended solution.
- For HIPAA and highly sensitive data, storage must comply with IRB and HIPAA policies.
- AWS cloud storage is available for research projects, including HIPAA-compliant storage with proper approvals.
- Expanded storage options are available for researchers needing more than 100 GB of space.
Consult with your faculty research supervisor or mentor before deciding on a storage and backup solution. -
Using OneDrive for Research Data (Non-HIPAA)
For research other than HIPAA, ETSU recommends storing data on your ETSU OneDrive for Business account.
Why Use OneDrive?
- 100 GB of Secure Storage – Data is encrypted in transit and at rest.
- Access from Any Device – Available on Windows, Mac, iOS, and Android.
- Secure File Sharing – You can share data only with authorized collaborators.
- Faculty Consultation Recommended – Work with your research supervisor to ensure proper data storage and backup.
OneDrive Sync Clients
- Windows 10 & 11 users do not need to download a sync client—OneDrive is built-in.
- It is not necessary to sync files to OneDrive; you can manually save them instead. Syncing large repositories to a mobile device is not recommended.
How to Set Up OneDrive Sync- How to - OneDrive Sync Client for PC
- Download OneDrive Sync Client for PC
- How to - OneDrive Sync Client for Mac
- Download OneDrive Sync Client for Mac
- How to - OneDrive Sync Client for iOS (iPhone, iPad, iPod Touch)
- Download OneDrive Sync Client for iOS (iPhone, iPad, iPod Touch)
- How to - OneDrive Sync Client for Android
- Download OneDrive Sync Client for Android
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Storing HIPAA or Highly Sensitive Data
Storage for HIPAA-compliant data is restricted and must be approved by ETSU’s IRB and HIPAA Compliance Officer.
Requirements for HIPAA Data Storage
HIPAA data may only be stored on ETSU-approved solutions.- Approval from the IRB and HIPAA Compliance Officer is required before storage.
- De-identified data should be used whenever possible.
- Consult with your research supervisor for additional guidance.
📌 Review ETSU’s Digital Research Data Storage & Backup Policy:
Digital Research Data Storage & Backup Policy -
Using AWS for Research Data Storage & Analysis.
ETSU provides AWS cloud storage for research projects, including HIPAA-compliant storage with proper approvals.
AWS Research Storage Benefits
All ETSU research data may be stored on AWS.- HIPAA data requires prior IRB & HIPAA Compliance Officer approval.
- Some AWS services, such as AppStream virtual desktops, may be available at no cost.
Requesting AWS Access
To use AWS for research, contact ITS-Research Computing Services to have your AWS account added to ETSU’s AWS Organizations framework.
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Need More Than 100 GB of Storage?
ETSU is evaluating new data storage charges for 2024.
Expanded Storage Options
- Additional OneDrive storage may be available in 1 TB allotments.
- AWS S3 storage is expected to be more cost-effective than OneDrive.
- OneDrive with Microsoft Teams can provide collaborative storage.
- Automated backup and synchronization can be set up with OneDrive or AWS S3.
📌 Additional Storage Recommendations:Recommended Storage & Backup Locations – Table
Recommended Storage & Backup Locations – Figure -
Including Data Storage in Research Grants
Research grant applications often require a data management plan. ETSU provides best practices for:
- Secure storage and backup solutions
- Complex password management
- Disaster recovery and encryption
- Secure file sharing policies
📌 Access ETSU’s Research Data Management Guide:
Data Management Best Practices Boilerplate -
Requesting Special Research Accounts
Use the Computer Account Request Form to request:
- Research folders on network drives
- REDCap survey or database accounts
- Special email accounts
📌 Submit a Request:
Computer Account Request Form (ETSU login required) -
Need Assistance?
For help selecting a storage solution or setting up AWS research storage, contact ITS-Research Computing Services.