Tooling

Erasmus University Rotterdam has several tools available for storing and sharing research data. For descriptions and instructions, use the expandable boxes in the menu below. For a general overview, please refer to the table at the bottom of the page.

Information on available tools

SURFdrive is a cloud-based tool for storing data during your research project. It is best suited for storing and sharing data with other researchers in the Netherlands (no matter if they are at EUR or other Dutch universities). SURFdrive has been approved to be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). For sensitive data, whether or not personal data, using the EUR Document Vault is recommended. 

Resources/Instructions:

Like SURFdrive, the SURF Research Drive is a cloud-based solution for storing data during your project. However, SURF Research Drive was specifically designed for situations that include large storage quotas, and/or the need to work collaboratively with other educational and governmental institutions or external private parties. SURF Research Drive is approved to be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). For sensitive data, whether or not personal data, using the EUR Document Vault is recommended. 

Resources/Instructions: 

The EUR Document Vault (EDV) is a high-security cloud-based tool used for storing and sharing sensitive data during a research project. Data is sensitive if it can cause significant harm were it to be made public, either for individuals (special category personal data) or the general public at large (non-personal sensitive data). What is sensitive might not be obvious, so please always contact your data steward and/or privacy officer to make sure. The EDV is end-to-end encrypted and an ISO 27001 certified secure environment, running on BlackBerry Workspaces. EUR researchers can work safely with data of the highest data classification and the lead researcher has access to a wide range of advanced file protection measures, logging and monitoring of use, and controlled access. 

Please note that the EUR Document Vault is reserved for research projects with sensitive data and is therefore only available upon recommendation by a privacy officer or a data steward. If you are unsure whether you should use the EDV, please do not hesitate to ask your data steward. 

Resources/Instructions: 

  • Instructions are available within EUR Document Vault (EDV) once a workspace is created for you.

EUR researchers can use an institutional license for Dropbox for Education, which provides all usual Dropbox functionality but eliminates some of the privacy risks that come with using an individual (private) Dropbox account. However, even the EUR Dropbox is NOT approved to be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). Neither is it approved for sensitive data, for which the EUR Document Vault is recommended. 

Resources/Instructions: 

The EUR OneDrive is the general storage for personal work files of employees at EUR. It can also be used with research data, though it is not possible to share any files with users outside of EUR. The EUR OneDrive is approved to be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). For sensitive data, whether or not personal data, using the EUR Document Vault is recommended. 

Resources/Instructions: 

While the EUR OneDrive is for the personal work files of employees, Microsoft Teams is for collaborating with other employees. Microsoft Teams can be used for research projects, but only if all members of the research team are EUR employees with an account. The tool has been approved to be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). For sensitive data, whether or not personal data, using the EUR Document Vault is recommended. 

Resources/Instructions: 

Beats Video Analysis is a web application for Researchers and their teams to code videos (and manage coding of videos) for research purposes. The videos are encrypted and both the videos and the notes material are stored on encrypted hardware via secured networks. Beats Video Analysis is approved for personal data, as well as sensitive data. Instructions are currently being developed, for more information on using Beats Video Analysis, please contact your data steward. 

On request, a shared drive with access for multiple colleagues (EUR only) can be created by the Service Desk. The EUR network drive is accessible from any EUR computer or via remote desktop. It may be used with personal data, which is any data that can directly or indirectly identify the participants in your research (e.g. name, address, IP address, photos/video recordings). For sensitive data, whether or not personal data, using the EUR Document Vault is recommended. 

Resources/Instructions: 

When needing to safely transfer (large) data files to non-EUR researchers or third-party organisations involved in a research project, SURFfilesender is the recommended tool. This tool also allows you to invite others to send files to the EUR. All files are automatically end-to-end encrypted (up to 2 GB), making the tool also usable for sending personal and sensitive data.  

Resources/Instructions: 

Would you like to publish research data or are you asked to do so? Data underlying a publication can be placed in the EUR Data Repository. All data will be automatically assigned a Digital Object Identifier (DOI) so that others can easily cite your data, reuse it in similar research or can verify or replicate the results. This is an important part of research integrity and often required by research funders. It is becoming the standard for many journals. Data can be made openly available but you can also decide to choose to publish it under restrictions such as an embargo, or only accessible or reusable under terms set by the owner of the data.  

Resources/Instructions: 

Each research project should start with a Data Management Plan (DMP). DMPonline is a web tool that allows you to create, share, and export your DMP and collaborate with project partners. You are able to choose from a range of templates, including our institutional template and templates of different funders (many templates come with guidance). Additionally, DMPonline allows you to leave questions/comments and to request feedback from your faculty data steward. 

Resources/Instructions: 

ToolMaximum storage spaceMaximum size individual filesSecurityNoteContact
SURFdrive500GB

16GB (web interface), 500GB (WebDAV/client)

++When synced to a local device, local storage capacity determines the limit. When not synced working with large files can be slow.EDSC

SURF Research Drive

> 500GB (costs may be involved)> 500GB++This storage is intended for projects that work with large data collections. There’s no personal storage space.EDSC

EUR Document Vault

> 500GB (costs may be involved)200MB (web browser), 10GB (with an app on Mac/Win)+++

When synced to a local device, local storage capacity determines the limit. When not synced working with large files can be slow.

Downloaded files (office documents and images) can be protected from change using DRM. Not recommended for large files (e.g. video).

EDSC

EUR Dropbox

> 500GB (costs may be involved)50GB+When synced to a local device, local storage capacity determines the limit. When not synced working with large files can be slowIT service desk

EUR OneDrive

1TB (per account)100GB++Data CANNOT be shared with non-EUR accounts.IT service desk

EUR Microsoft Teams

25TB (per team)100GB++Data CANNOT be shared with non-EUR accounts.IT service desk

Beats Video Analysis

  +++ IT service desk

EUR Network Shares / "Shared Folder"

> 500GB (costs may be involved)> 500GB++*

NOT for sharing with Non-EUR accounts.

*Detailed logging of access possible on request.

IT service desk

 

This page was last updated in October 2022. Did you find a broken link or (seemingly) incorrect information? Please send an email with the title 'Website content' to datasteward[at]eur.nl. 

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