Research Data Storage Solutions

Data organization

• You need to reorganize your data according to the projects  you will have defined and clean up/eliminate obsolete data.
• Research data must be organized  into the LTS directory around a given project (matched with a funding, a specific theme, a publication etc.).
• Transfert your data to the LTS subfolder of the NAS project using the copy/paste function or linux command line.

TAR (Tape Archive) subdirectory to be archived

• TAR archive file: size of the data volume in each individual subdirectory to be archived  is free up to 4 TB per subdirectory in the LTS directory. No need to compress your data since this step will be done during the creation of the TAR subdirectory.
• The TAR files to be archived must remain at the root of the LTS directory.
• Each TAR subdirectory has to comply to naming rules (see below) and should be accompanied by an independent readme file. We suggest to use our new DSBU tool DataSquid to create a LTS Readme file that can be shortly adapted to each individual TAR subdirectory.
• The naming rule only applies to the first TAR sub-folders in the LTS directory. The TAR archive files created from these directories will have the same name. Within these directories the names of the files and data directories are free.
• Naming rules for subdirectories in the LTS directory (TAR archive file). The length of the folder name must not exceed a maximum of 40 charactersaccording to the rulesbelow
  • Numbers from 0-9
  • Letters a-z
  • Letters A-Z
  • Hyphen ( – ) OK but not at the beginning or end of the directory name
  • Underline ( _ ) OK but not at the beginning or end of the directory name
  • No white spaces
  • No accented characters or symbols

Readme file

Complete the readme file for each distinct subdirectory to be archived in individual TAR archive file following the established guidelines.

The name and file format of the readme file for LTS must not be changed, “LongTermStorage_Data_Description_EN.docx”.

1 – UNIL LTS Template

2 – FBM Template: DSBU automated readme file

Our unit is deploying a user-friendly and automated methodology for generating readme files for FBM Datasets .

DataSquid is an advanced tool that automates data documentation for experiments by integrating with equipment databases and laboratory protocols, ensuring comprehensive, consistent, and reproducible research documentation. link

Once your readme file have been approved by clebrand, they should be included at the root of each individual moved within data subdirectory and the future TAR file should be moved from the D2C (or D1C) directory to the LTS directory.

Procedure to request the transfer of “cold” Data to Long-term storage (tape)

Detail

Request LTS tape transfer via the NAS DCSR dashbord

• Via the interface on the homepage, you will be able to request the LTS tape transfer for part of your data by clicking on the button “Request for long-term storage (LTS)” in the list of actions listed on the interface homepage. Connect and sign in to your NAS DCSR dashboard via your SWITCH UNIL account using this link 

• Select «making a long term storage request» via your DCRS dashboard interface to ask for Long Term Storage (LTS)

• To send your request for long term storage of part of your research data on magnetic tape, click on the submit button. Mention which data you would like to transfert for long term storage.

• An e-mail will be send automatically to the DSBU. 
• DCSR will perform last automatic technical controls​

clebrand will validate the LTS request and will send you a re

Validation

The DCSR  will create the TAR archive files  and transfer your data on magnetic tape with all individual readme file included at the root of  each individual TAR archive fileAfter completing the magnetic tape transfer process for the TAR directory, the LTS directory will include the following elements:

• The TAR file will be renamed by adding the prefix “ARCHIVED*,” and the underlying information will only be accessible in read-only mode.
• A copy of the readme file “LongTermStorage_Data_Description_EN.docx” will be accessible in read-only mode.
• A file named “INVENTORY_OF_ARCHIVED_FILES.txt” within the TAR directory will list the archived files with their full paths and provide information on the recovery procedure from the tapes.

This procedure ensures that the archived data remains accessible and easily identifiable. The addition of the “ARCHIVED*” prefix allows UNIRIS and the researcher to quickly confirm that archiving has been completed by simply examining the TAR directory names at a given moment.

Data recovery of TAR subdirectory from magnetic tape (LTS)

Retrieval Cost Model still under discussion

• Limited Free Retrieval Allowance: Researchers can retrieve a limited number of TB of data within a 12-month period without incurring costs.
• Limit on the number of extraction requests (not TAR requests) made by the DCSR.
• A minimum delay of several months between the submission on LTS and data retrieval.
• Additional Retrieval Cost: Retrievals exceeding the limit in the 12-month window will be charged per additional TB.

Request TAR retrieval for the tape via the NAS DCSR dashbord

Detail

Connect and sign in to your NAS DCSR dashboard via your SWITCH UNIL account using this link 

• Select «Retrieving data from Long term Storage» via your DCRS dashboard interface to ask for recovery of your data on the Long Term Storage (LTS)

• To validate your request to retrieve some or all of your research data stored on magnetic tape (LTS), please click on the “Submit” button below. If you already have a specific request or question, you may, if you wish, leave your comment(s) below.

• An e-mail will be send automatically to The DCSR that will process your demand and you will be able to access and to work with your data on your DCSR-NAS space.

1. Copy of data – Change of institution

If the PI moves to another institution, he/she may request a copy of his/her research data. A formal request (see the document “Protocole applicable aux Principal Investigator quittant l’Université de Lausanne et souhaitant emporter une copie des données de recherche de leur groupe de recherche”) must be addressed to the Research Dean’s Office.

The request must include the following elements:

• Summary of the research carried out by the group.
• Nature of the data: research, personal or sensitive data.
• Authorisation from the Cantonal Ethics Commission (if applicable).
• Information on the host institution: name, location and characteristics.
• Brief presentation of the future research planned by the PI.Validation

Validation procedure

1.1. Research Dean’s Office :

• Evaluates the application and issues an opinion.

1.2. If approved :

• A transfer contract (contrat de cession) is drawn up by the PACCT.
• The contract is validated and signed by all parties concerned:
  • A representative of the host institution.
  • The Vice-Dean of Research and Innovation FBM.
  • The Vice-Rector Research and International Relations UNIL.

2. Data archiving on magnetic tapes- Change of institution or retirement

At least six months before leaving, the PI must prepare his/her data for archiving in accordance with the following steps:

2.1. Contact the Data Stewardship FBM team (DSBU)

The DSBU will assist the PI in the following stages:

• Reorganisation and documentation of the data.
• Semi-automated preparation of README files describing the data.
• Final validation of the file before migration of the data from short-term storage sites (NAS DCSR) to long-term storage (LTS) at no cost to the IP.

2.2. Data curation by the PI

• The PI sorts, organises and deletes obsolete data.
• Data must be structured by project, theme or publication.

2.3. Documentation and Long Term Storage transfer of data by the PI with the support of the DSBU

• Data documented by the PI is transferred to long-term storage (LTS) to ensure preservation for the next ten years.
• The documentation includes a README file conforming to the standard UNIL README Long-Term Storage File Description.

2.4. Validation by the DSBU

• Once the data is ready, the DSBU carries out a final quality check before validating the transfer to the LTS.
• After validation and confirmation of archiving by the DSBU, the PI can ask the DCSR to revoke its access to storage infrastructure projects.

3. Roles and Responsibilities

• PI (Group Leader): prepares, organizes, and documents their data before departure. They must delete obsolete data.
• Dean’s Office – Research (Vice-Dean for Research): evaluates requests for data transfer to another institution and makes a decision.
• FBM Legal Advisor (Juriste FBM): drafts and obtains validation for the transfer agreement (contrat de cession).
• PACCT: validates and signs the transfer agreement.
• FBM Data Steward (Head of DSBU), in accordance with UNIRIS:
  • Assists in organizing and documenting data through a README file.
  • Gives final approval for Long Term Storage via the DCSR application.
• DCSR (DCSR Manager):
  • Carries out the final archiving of data on magnetic tapes.
  • Revokes access to the data on the NAS-DCSR server.

1. Copie des données – Changement d’institution

Si le PI rejoint une autre institution, il peut demander une copie de ses données de recherche. Sa demande formelle (voir le document “Protocole applicable aux Principal Investigator quittant l’Université de Lausanne et souhaitant emporter une copie des données de recherche de leur groupe de recherche”) doit être adressée au Décanat Recherche.

La demande doit inclure les éléments suivants :

• Résumé de la recherche menée par le groupe.
• Nature des données : recherche, données personnelles ou sensibles.
• Autorisation de la Commission cantonale d’éthique (si applicable).
• Informations sur l’institution d’accueil : nom, localisation et caractéristiques.
• Présentation succincte de la recherche future prévue par le PI.

Procédure de validation

1.1. Décanat Recherche :

• Évalue la demande et émet un préavis.

1.2. En cas d’accord favorable :

• Un contrat de cession est rédigé par le PACCT.
• Le contrat est validé et signé par toutes les parties concernées :
  • Un représentant de l’institution d’accueil.
  • Le Vice-Doyen Recherche et Innovation FBM.
  • Le Vice-Recteur Recherche et Relations internationales UNIL.

2. Archivage des données sur bandes magnétique– Changement d’institution ou retraite

Six mois au minimum avant son départ, le PI doit préparer ses données pour le stockage à long terme selon les étapes suivantes :

1. Contact avec l’équipe Data Stewardship de la FBM (DSBU)
   • La DSBU assiste le PI dans les étapes suivantes :
     • Réorganisation et documentation des données.
     • Préparation semi-automatisée de fichiers README décrivant les données.
     • Validation finale du dossier avant migration des données des sites de stockage à court terme (NAS DCSR) vers le stockage à long terme (LTS) sans aucun frais pour le PI.
2. Curation des données par le PI
   • Le PI trie, organise et supprime les données obsolètes.
   • Les données doivent être structurées par projets, thématiques ou publications.
3. Documentation et transfert des données par le PI pour le Stockage à Long Terme (LTS) avec le soutien de la DSBU
   • Les données documentées par le PI sont transférées vers le stockage à long terme (LTS) pour en assurer la préservation pour les dix prochaines années.
   • La documentation inclut un fichier README conforme au modèle standard UNIL “README Long-Term Storage File Description”.
4. Validation par la DSBU
   • Une fois les données prêtes, la DSBU effectue un contrôle qualité avant de valider le transfert vers le LTS.
   • Après validation et confirmation de l’archivage par la DSBU, le PI peut demander à la DCSR de révoquer ses accès aux projets sur les infrastructures de stockage.

3. Rôles et responsabilités

• PI (Chef de groupe) :
  • Prépare, organise et documente ses données avant son départ. Il doit éliminer les données obsolètes.
• Décanat Recherche (Vice-Doyen Recherche) :
  • Évalue les demandes de copie de données en vue d’un transfert vers une autre institution et émet une décision.
• Juriste FBM (Administration FBM) : rédige et fait valider le contrat de cession
• PACCT : valide et signe le contrat de cession.
• Data Steward FBM (responsable de la DSBU, en lien avec UNIRIS) :
  • Aide à l’organisation et à la documentation des données via un fichier README.
  • Donne le feu vert pour l’archivage final des données via l’application de la DCSR.
• DCSR (Responsable DCSR)
  • Procède à l’archivage définitif des données sur bandes magnétiques.
  • Révoque les accès aux données sur le serveur NAS_DCSR.