Embedded Files
When conducting research you will inevitably gather, digitally or on paper, sensitive information. It is your responsibility as an ethical researcher to maintain good data storage practices.
Paper Documents: These may include notes, consent forms, and or interview responses to name a few.
Paper Documents: These may include notes, consent forms, and or interview responses to name a few.
- To be stored under lock and key. Whether it is in a desk drawer or file cabinet, you need to store these in a place that can and will be locked.
Digital Files: This may include images, recordings, notes, or any computer files that contain your research data.
Digital Files: This may include images, recordings, notes, or any computer files that contain your research data.
- To be stored on a personal or work computer, do not store on a public access computer.
- Files should be locked and require a password to open.
- Google Drive-as long as the file is not shared with anyone outside of your research team. The file should be set to "Private-Only you can access."
Other: voice recorder, sim cards, external hard drives, or other devices that will contain your research data.
Other: voice recorder, sim cards, external hard drives, or other devices that will contain your research data.
- These devices should also be stored in a locked drawer or lock box that is kept locked.
Additional Tips:
- When transcribing notes or storing interview responses, use assigned names (code names) for research subjects. Never store the subjects name with their responses. Exception: if the subject has given written permission for their data to be released with their name attached.
How to password protect a document:
How to password protect a document:
Any document in the Microsoft suit (Word, Excel, PowerPoint)
Any document in the Microsoft suit (Word, Excel, PowerPoint)
- Once your document is open, click file
- Info
- Click the box that says Protect Document
- Select 'Encrypt with Password'
- Type in password of your choice, select 'ok',
- Re-enter your password and select 'ok.' Your document is now password protected.
- Select 'Encrypt with Password'
- Click the box that says Protect Document
- Info
Resources:
Resources:
FERPA and PII in research- https://www2.ed.gov/policy/gen/guid/fpco/pdf/reasonablemtd_agreement.pdf
DHS handbook on handling PII - https://www.dhs.gov/sites/default/files/publications/dhs%20policy%20directive%20047-01-007%20handbook%20for%20safeguarding%20sensitive%20PII%2012-4-2017.pdf
GSA Rules for handling PII - https://www.gsa.gov/cdnstatic/CIO_P2180.1_GSA_Rules_of_Behavior_for_Handling_Personally_Identifiable_Information_%28PII%29_%28Signed_on_October_29__2014%29.pdf
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