During the research project

When collecting, storing and analysing research data, it is important that they are stored in SDU’s approved systems for the individual purposes. In your daily processing of data, make sure that unauthorised persons do not gain access to data. This applies internally at SDU (offices, meeting rooms, etc.) as well as in external locations (home office, public transport, conference rooms, etc.). 

As a general rule, there are the following approved solutions for storage and processing of research data at SDU: OneDrive, SharePoint, Nextcloud, S4 and Ucloud. If you want to use a different storage solution or a system for transcription, translation or something else during your research project, you must always make sure that it is an approved system at SDU. You do this by contacting RDM Support, so that SDU RIO can check whether a data processing agreement has been entered into, and SDU IT can check whether a licence has been signed if this is required. 

If there are changes to the project along the way, you need to update your Data Management Plan. You can find a template for the Data Management Plan here and here (in Danish). You must also update your notification to SDU RIO if, since the first notification, you have started using a new data processor, you collect new types of information, increase the number of participants, etc., in the project. This is done by a change request. 

You are encouraged to keep the updated Data Management Plan, the approved change request or other relevant documentation that arises during the research project in the same place as the rest of your project documentation.

During the research project, unintended incidents may occur in the processing of information (and thus also personal data). Maybe an unauthorised person has had access to the personal information included in the research project, maybe the power to a freezer with biological material went out or something else. Such incidents are considered security incidents and must be registered. If you are in doubt as to whether you deal with a security incident, you can always contact your local information security coordinator.