Store @ UCLouvain

RDM

STORAGE solutions at UCLouvain

In a nutshell :

We recommend to use Service fichiers (OASIS), or SharePoint, depending on the size of your data. With these solutions, your data will never be deleted, and security guarantees are trustful. Both solutions are available via UCLouvain (see below). These solutions allow all authorized people to access, write, and download your dataset (see details and advantages of each solution, below).

If the size of your data is >250Mo, SharePoint will not be performant, and we’d rather advise to use service fichiers (OASIS).

If you only want to safely transfer large dataset to trusted peers, you can also use: https://intranet.uclouvain.be/fr/myucl/services-informatiques/transfert-de-fichier-volumineux-transvol-belnet.html

Service fichiers (OASIS) and SharePoint should be preferred to OneDrive: they are indeed more lasting than OneDrive, which automatically deletes data at the end of the contract with the user. However, OneDrive can be used safely in a short time period.

We strongly advise against Dropbox, Google Drive (or any other cloud solution) for your research data: there is no guarantee that your data are not seen by others, and data property issue may rise too.

Details of each of the recommended solutions:

1. Service Fichiers /OASIS

Every UCLouvain member has a personal storage space on the UCLouvain server OASIS.

Moreover, you can create, on request, a GROUP SPACE in order to store and share data with your fellow research partners.

A UCLouvain member is appointed to deal with group admission. Group admission is pretty straightforward for UCLouvain members, but special request should be sent to SGSI if you want to add research partners from outside UCLouvain.  

Advantages:

  • Flexibility: you can store any kind of data, of any size
  • Security: your data are safely stored and backup in UCLouvain servers and security measures are strongly implemented

Disadvantages:

  • Limited use: you cannot coedit documents simulatenously
  • Limited autonomy: you need to ask permission from SGSI in order to add external research partners to your group space.

More information: https://intranet.uclouvain.be/fr/myucl/services-informatiques/service-fichier-groupe.html

2. SharePoint and SharePoint Online

With SharePoint and SharePoint online, users can create websites where they will store their data, which can be coedited and synchronized on everyone’s computer via One Drive.

These data should however not 250Mo exceed in order to be efficient. Consequently, the stored data are mostly excel sheets, documents portfolios, or other small size data.

SharePoint and SharePoint online are quite similar. Their respective advantages and disadvantages are described below.

a) Sharepoint

Advantages: 

- Security: data are stored on UCLouvain servers and are regularly backed-up (previous versions can be retrieved and restored easily)

- Document coedition is possible, as well as document validation flux

- Autonomy: any UCLouvain member can be added by the account administrator

Disadvantages: 

- Not suited for large datasets (>250Mo)

- Limited integration of Microsoft office tools

- Limited autonomy: if you want to add outside-UCLouvain users, you need to ask SGSI

b) SharePoint Online: 

Advantages: 

- Strong integration of Microsoft tools

- Security: previous versions can be retrieved and restored easily

- Document coedition is possible, as well as document validation flux

- Autonomy: any member (in or outside UCLouvain) can be added by the account administrator

Disadvantages: 

- Security: data are stored on Microsoft servers and are not saved (except from previous versions)

- Not suited for large datasets (>250Mo)

 

More information: https://intranet.uclouvain.be/fr/myucl/services-informatiques/microsoft-sharepoint.html

More information on Onedrive: https://intranet.uclouvain.be/fr/myucl/services-informatiques/onedrive-enterprise.html

  1. Mass storage (+Nextcloud)

Every UCLouvain member can request access to the mass storage. Several hundred terabytes are available and offered at cost price. It can be associated with a Nextcloud account to share the data easily.

Advantages:

  • Can store very large data sets
  • Backup and duplication can be organized upon request
  • Fast network connection to the CISM compute resources

Disadvantages:

  • Less integration with Windows and office tools
  • Require a minimum working knowledge of Linux

More information: https://www.cism.ucl.ac.be/doc/_contents/Storage/index.html

4. OneDrive:

If you have to share or coedit data >250Mo, OneDrive is a good solution for you. You can give acces to your fellow colleagues outside the university, and data are stored and backuped safely in the EU, which corresponds to GDPR recommendation. However, be careful, cause your file will be deleted once you’ll leave the university. So make sure that someone with a permanent position create the file, or put a reminder to backup the file safely before leaving.

Your organization may not have a secure storage solution, which is why the European Commission, via its EOSC portal, has developed a search engine for secure cloud solution for research data, available here: https://marketplace.eosc-portal.eu/services/c/storage?q=&service_id=&sort=_score

Sensitive data are particularly important to store securely: https://www.openaire.eu/sensitive-data-guide. For more information on sensitive data, please look at our web pages related to RGPD.

If you want to document your storage solution, please refer to this document: https://www.dataone.org/best-practices/create-manage-and-document-your-data-storage-system