Checklist: Securely managing your information

To securely manage information

• Protect your information by applying the safeguards identified in your risk and vulnerability analysis. Based on your information classification, identify appropriate IT support for storing, collecting, processing and sharing information. Identify the software and services offered by the University.
• Being systematic and using a logical structure when organising research data and other information will save you time later. Use the University’s recommended template for folder structure.
• Remember to save all your material – both digital and printed – in one place that is accessible by others even when you can no longer be involved in retrieving it. Specify where the research material is saved when you register your data in the University’s research data registry. If you are unsure where to store your material, read about data storage software and ask the IT Office for support.
• Plan to retain research materials for at least ten years after project completion. You may not delete or destroy research material prior to this date and only if the head of department has decided to approve deletion or destruction. Ask for help from the department’s archive coordinator or the University’s research data support team. The project’s data management plan and Umeå University’s retention and deletion plan can also be of assistance. Read more about archiving and retaining data.
• If someone else wants to access data or other information from your research project, you need to assess whether you may disclose the information; follow the instructions for conducting a secrecy assessment, and read the information about the disclosure of official documents found on Aktum (UMU ID required).
• If you are sending information with high protection value, do not attach files through unencrypted emails. Learn more about how you can use Skyddad bilaga to send information securely.
• If you manage information that falls under the Protective Security Act, you may need to conduct a special security classification to protect sensitive information and operations against such threats as espionage and sabotage. Consult with the university security team at sakerhet@umu.se.
• Take steps if your research could be used or result in products or technology that are classified as military equipment or dual-use products, known as strategic products.