Information security in research

From a data security perspective, the principles of responsible science are reliability, legality and transparency. Information security should be integrated at all stages of the research life cycle.

The research plan should include a data management plan for the whole life cycle of the research. Secure and high quality data management includes systematic documentation, storage, preservation and publication. The life cycle also includes agreeing on the rights, conditions and licences associated with the research data. The aim is to ensure the secure opening, re-use, accessibility, searchability, interoperability and availability of research data, which require a range of support services and infrastructure solutions.

Before Research

To help you plan your research, you can check out the website Research Integrity in the Tampere higher education community. A good starting point is to check out the Responsible Science website too.

The digital tools for research recommended by the University of Tampere provide a secure research environment and are available immediately. Check out the Digital Tools for research website.

For guidance on research data management, services and tools, please check out Research Data services and Data management support. website. You can also send research [at] tuni.fi (email). You can also find a Data management guide on the website, which provides basic instructions on data management and links to software and research tools instructions. 

The IT resources for research website has its own summary of research methods and tools please check their site for more informaton. From the front page you can find basic information on protection, encryption and storing Data and how to handle confidential data and take care of data privacy. 

Identifying data

The quality and identifying of research data will affect the choice of research tools and environments. If your research involves processing of personal data, it is best to read Data Protection in research page and Data Protection in Research at Tampere University Community. You may also want to read the Scientific Research and data protection from the Office of the data protection ombudsman page. 

You can find info on  Data classification and handling on data protection site. Identifying your data is made easier by the table of Personal Data categories. The categories are made for internal use by the University and are linked to the general categories of data classification (open, internal, confidential, secret).

 

During research

Methods, tools and environments

Research requires a variety of methods, tools and environments. The Intranet websites contains a collection of secure practices for research. 

Collecting data 

The Collecting research data - site provides information on the selection and use of equipment and methods for data collection.

The Data collection by Interview - site also contains instructions on how to record and transcribe the data. Interviews can be conducted remotely; in which case it is a good idea to review the good practices for remote interviewing and the instructions for using the chosen platform.

Learn more about Video meetings and distance learning situations - Teams and Zoom and Security guidelines for conducting remote meetings and interviews using Teams and Zoom.

Surveys are also used to collect data. Here you can find guidance on choosing a survey tool. To conduct a survey, you can use REDCap system for collecting and managing survey data for example. 

Collecting data with measuring devices please find info from this page or contact it-helpdesk [at] tuni.fi (Helpdesk). 

Transcribing and Recording

Sensitive data transcription is suitable with Subtitle Edit or you can contact Transcription Services 
If you use a separate dictation device or camera, you can find more information about device security here.  You should be careful with your mobile device. Data is transmitted via the mobile device and its applications to several service providers if the settings are not restricted.

The use of mobile devices and its applications must comply with the university's information security practices. They can be found from the Security instructions for mobile phones. Information on the use of instant messaging applications in work matters can be found here Instant messaging. Mobile devices always collect information about the user, so be aware of this.

Data processing and management

Instructions for processing, managing and storing research data and encrypting data can be found on the Research data management and storage site The page also contains instructions of encryption tools. 

The university offers several storage services and options. You can explore storage options from storge and messaging site. There is a table of storage locations based on data usage and quality which helps you to choose the best storage place. University staff have their own Personal Storage Spaces, instructions for storing personal files and content gives you ideas on how to handle your data safely.

University offers support for computation and processing in situations where a regular computer is inefficient. Virtual desktop and server solutions can be helpfull in these situations.

You may need to share research files securely Sharing lage files - site tells you how to use  Funet file sender  which is suitable for sending large and sensitive data.

Always encrypt confidential material and material containing personal data.  Encrypt your e-mail and files and attachments. You can only send and receive an encrypted message to your personal e-mail account. 

Own computer at work 

If you use your own computer or a self-maintained device, you are responsible for securing such computers. Please read more about safety Instructions that cover your own computer. The Instructions are prepared mainly for the Windows user.  Employees’ computers are mainly managed in the centralized management environment. We have safety guidelines for the use of your workstation, please read more about workstation safety when you use Tuni administrated computer. There are several Software that you can install on your computer. You can find more information from site software on work on a computer. 

 

After Research

At the end of the research, the data must be stored or destroyed appropriately. Information management and Archiving is responsible for handling research records. Handling of records - site gives you information on how to handle records properly. Instructions for data storage are available on site the long-term storage of research data and Records preservation -site. Information management plan must define when the documents and data should be destroyed. Instructions for Disposal of confidential material - site and Records disposal - site offer information on how to dispose materials according to data management plan.  You can ask information also by TAU email or TAMK tamk [at] tuni.fi (email).