The protocol outlines the conditions for storing (archiving) research data within the Faculty of Social and Behavioural Sciences. It ensures that researchers are responsible for storing their data responsibly and transparently. This protocol applies to all researchers within the Faculty of Social and Behavioural Sciences with temporary or permanent contracts, including PhD candidates and Research Master’s students. It does not apply to research conducted by Bachelor’s and one-year Master’s students, as their research is the responsibility of their supervisors.

1. Research projects not involving external (non-UU) collaborations should use the O-drive for storing digital data during the active phase of the project. Research projects involving external collaborations should use Yoda for this. You can request a folder on the O-drive or in Yoda via Techsupport.
2. Portable devices, such as laptops, USB sticks, external hard drives, phones, and external data collection devices, may only be used to temporarily store or transport research data, and only when encryption has been applied. After use, transfer the data to the O-drive or to Yoda as soon as possible. If you need to use a portable device, please request one from Techsupport rather than using a personal device.
3. It is not allowed to use cloud solutions from providers with which UU does not have a processing agreement. Examples of prohibited cloud providers are Google Drive, Dropbox, Box.com, WeTransfer and Mega. If you are uncertain whether your specific cloud solution is allowed, please check the Tooladvisor or contact the faculty privacy officer. If you need to share files with external parties, use SURFfilesender (be sure to use password protection when sending personal, or otherwise sensitive, data).
4. Paper materials must be digitized when possible and securely disposed of via a sealed paper waste container after digitization was completed. If it is not possible to digitize them, they must be stored in a locked cabinet or drawer and accompanied by labels or other documentation that allows the responsible employee, research project and date to be identified.
5. For the secure storage of biological materials, please contact Techsupport.
6. Personal data not part of the research data should be stored in a separate folder on the O-drive or on Yoda. Access to such a folder should be strictly limited to necessary collaborators, and the files should preferably be secured with a password to protect against potential data breaches. Examples of such documents are:
   1. Keyfiles, linking subject names to their respective subject numbers.
   2. Contact details, such as names, email addresses, phone numbers required for communicating with research subjects.
   3. Consent forms.
7. At the end of the project, make sure that no duplicates of data are left on personal or portable devices of all project members.
8. It is advised to keep a read-only master version of the raw data available at all times and separate (e.g., in a separate folder) from processed versions of the data.

Archiving and publication

1. All written publications resulting from a research project must be accompanied by a publication package, the contents of which are described here.
2. In line with the UU policy framework for research data, publication packages should be archived for a minimum of 10 years, starting from the date that the research results are published.
3. Personal data must be anonymized or deleted as much as possible. Key files and contact details should be deleted at the end of a research project, except in specific cases described on the page Storing of Contact Details. They should not be part of the publication package.
4. Publication packages must be stored on the O-disk.

Data deletion

1. Once archived, the local copy of the publication package on the O-drive or in the Yoda Research environment should be deleted to free up storage space for future research purposes.