Data Storage
Storage solutions
What kind of research data can I store in ΒιΆΉΤΌΕΔ OneDrive, MS Teams or SharePoint Online?
- ΒιΆΉΤΌΕΔ OneDrive, MS Teams and SharePoint Online can be used for storing research data, including information governed by legal regulations, such as personal information (e.g., name, email address, mailing address, IP address, health card number, social insurance number, etc.) and personal health information (e.g., electronic health records).
- Personal health information data may be stored on ΒιΆΉΤΌΕΔ OneDrive, MS Teams or SharePoint Online with participant consent.
- Please note that payment card information and data involving controlled goods are not approved to be stored in ΒιΆΉΤΌΕΔ OneDrive, MS Teams or SharePoint Online.
- If you retire, graduate or otherwise leave ΒιΆΉΤΌΕΔ, access to ΒιΆΉΤΌΕΔ's OneDrive will be removed. After a retention period, your files will be permanently deleted and anyone with whom files were shared will also lose access. For research projects with shared data (e.g., accessed by multiple members of a research team), collaborative ΒιΆΉΤΌΕΔ MS Teams/SharePoint Online may provide a more appropriate and stable storage solution than ΒιΆΉΤΌΕΔ OneDrive.
What data storage options are approved at ΒιΆΉΤΌΕΔ to store personal information and/or personal health data securely?
- ΒιΆΉΤΌΕΔ OneDrive, MS Teams, and SharePoint Online can be used for storing protected research data, as well as personal information. Personal health data can be stored with participant consent.
- For information on different data storage options at ΒιΆΉΤΌΕΔ, please consult this (ΒιΆΉΤΌΕΔ login required).
- Instructional videos on ΒιΆΉΤΌΕΔ research data storage options: &²Ή³Ύ±θ;Μύ.
Can I store research data on my personal Dropbox or Google Drive?
- If your data is sensitive (e.g., any personal information, personal health information, data protected by contractual agreement or IP protection), you cannot use private Cloud storage services, such as Google or Dropbox.
- If you are a researcher working with publicly available data or research data that is otherwise not sensitive in nature, you can use Dropbox or other Cloud solutions to store your research data. However, governmental regulations still require you to perform due diligence by documenting the choice of solution taking into account the sensitivity of the data.
- Please refer to the ΒιΆΉΤΌΕΔ approved Cloud Services for the list of solutions that have already been approved for specific use cases. You can also refer to the list of ΒιΆΉΤΌΕΔ rejected Cloud Services for services that cannot be used with sensitive data (ΒιΆΉΤΌΕΔ login required).
- If you have any questions about whether your research data can be stored in any third-party Cloud solutions, please contact the DRS team at drs [at] mcgill.ca.
What is the storage capacity for ΒιΆΉΤΌΕΔ OneDrive, MS Teams and SharePoint Online?
- The default allocation for ΒιΆΉΤΌΕΔ OneDrive for faculty and staff is 1 TB per user. For students, the default allocation is 20 GB per user.
- MS Teams can provide up to 25 TB of file storage per site/team.
- SharePoint Online can provide up to 25 TB of file storage per site.
Storage permissions and sharing
Where can I request access to create a SharePoint Online site for my research project?
- Before requesting the creation of a SharePoint Online, we recommend that you take an introductory training course.β― (ΒιΆΉΤΌΕΔ login required).
- If you are familiar with SharePoint, you can (ΒιΆΉΤΌΕΔ login required).
- You can find more information on SharePoint Online in this (ΒιΆΉΤΌΕΔ login required).
Can my students use ΒιΆΉΤΌΕΔ OneDrive, MS Teams or SharePoint Online to store research data?
- Yes. These solutions are accessible to students as well if they have an active affiliation at ΒιΆΉΤΌΕΔ.
Can I share files stored in my ΒιΆΉΤΌΕΔ OneDrive, MS Teams or SharePoint Online with external collaborators outside of ΒιΆΉΤΌΕΔ?
- Yes. You can even assign permissions to allow different levels of access for any collaborators within or outside of ΒιΆΉΤΌΕΔ.
- For information on the different data storage options at ΒιΆΉΤΌΕΔ, please consult the (ΒιΆΉΤΌΕΔ login required.)
- Instructional videos on ΒιΆΉΤΌΕΔ research data storage options: & .
Large data storage
For simulation studies conducted in my field of research, we generate several TBs of data a week. What storage and computational resources are available to accommodate my research?
- Large storage can be obtained for a fee at ITS, or freely with Calcul QuΓ©bec for non-sensitive data.
- Please contact (ΒιΆΉΤΌΕΔ login required) or the drs [at] mcgill.ca (Digital Research Services Hub) for large storage needs assessment.
Research Software
Interview and transcription software
What kind of ΒιΆΉΤΌΕΔ approved software can I use to record and transcribe interviews and focus groups?
- ΒιΆΉΤΌΕΔ Webex and MS Teams can be used for recording and transcribing face-to-face interviews and focus groups for research purposes.
- MS Teams recordings are stored in the meeting organizer's ΒιΆΉΤΌΕΔ OneDrive and SharePoint with meeting transcripts automatically generated shortly after the meeting.
- MS Teams will also allow you to generate live transcriptions of a MS Teams recording in English, Chinese, French, German, Italian, Japanese, Portuguese, Spanish and much more. Please see the link below for more information on all 28 languages available for live transcription in MS Teams and how to export the transcript after the meeting. For more information, see . Please note that live transcription is not available for βMeet Nowβ or Channel meetings.
- Webex can transcribe recordings in English only.
I used MS Teams to record my interviews and focus groups. Where are the recordings automatically stored?
- Video recordings using MS Teams, as well as meeting transcripts, are automatically stored in the meeting organizerβs ΒιΆΉΤΌΕΔ OneDrive.
- If you would like to move/share the recordings to a SharePoint/MS Teams site so that your team members can also have access to the recordings, please use the βcopy toβ function rather than the βmove toβ function to share your videos.
How long will ΒιΆΉΤΌΕΔ OneDrive keep my MS Teams video recordings?
- ΒιΆΉΤΌΕΔ OneDrive will keep your video recordings generated from MS Teams meetings for 365 days by default. After this time, the recordings will be automatically deleted from your ΒιΆΉΤΌΕΔ OneDrive.
- If you would like to move/share the recordings to a SharePoint/MS Teams site for longer term storage, please use the βcopy toβ function rather than the βmove toβ function to share your videos.
I conduct my interviews with participants in both English and French. Can Webexβs transcription system transcribe French interviews automatically?
- No. Currently, Webex can transcribe recordings in English only.
- MS Teams will allow you to generate transcriptions of a MS Teams recording in English, Chinese, French, German, Italian, Japanese, Portuguese, Spanish and much more. Please see the link below for more information on all 28 languages available for live transcription in MS Teams and how to export the transcript after the meeting. For more information, see . Please note that live transcription is not available for βMeet Nowβ or Channels meetings.
- Transcriptions of recorded meetings are now automatically generated in MS Teams. The transcript can be accessed through the meeting chat and the "Recording and Transcript" tab in MS Teams. See for further information.
- If you already have the audio recordings available, you may consider using the transcribe feature in Office 365 Online Word, See for further details. Please note that with a recent upgrade of this preview service,Μύyou can now upload and transcribe unlimited minutes of audio speech content. Since this is a preview service from Microsoft, a limit (upper cap) for the uploaded audio may be reintroduced in the future, with the option to purchase additional minutes.
I have difficulties installing the Webex Desktop App. Can I join a Webex meeting through my web browser without installing the Webex App?
- Yes, you can join a scheduled Webex meeting through your web browser without installing the Webex desktop app.
- Click the green "Join Meeting" button in the email invitation you have received, and then click "Join from your browser" under the "Launch Meeting" button to join the Webex meeting.
- For more information on joining Webex meetings, see this or visit the .
Can I use Zoom to conduct research involving human participants, such as interviews and focus groups?
- Zoom is currently approved for teaching purposes only at ΒιΆΉΤΌΕΔ.
- Webex and MS Teams have been approved for any usage, including research involving public data, protected data, personal information and personal health information with participant consent.
- If you have special needs for using specific online conferencing platforms to conduct your research, please consult with our team at drs [at] mcgill.ca.
I need to transcribe my audio recordings for further analysis. What transcription system can I use for research purposes?
- If you already have the audio recordings available, you may consider using the transcribe feature in Office 365 Online Word: .
- With a recent upgrade of this service, you can now upload and transcribe unlimited minutes of audio speech content.
- This feature currently supports .wav, .mp4, .mp4a and .mp3 file formats.
Can I use Otter.ai to transcribe my research data?
- Otter.ai has not been approved by ΒιΆΉΤΌΕΔ IT at this time. As this software is not the standard offering of research software at ΒιΆΉΤΌΕΔ, it is recommended that you request a consultation with ΒιΆΉΤΌΕΔ IT services through the (ΒιΆΉΤΌΕΔ login required) about the possible use of Otter.ai.
- You may also consider using MS Teams to conduct focus groups or interviews in order to obtain a transcript. Transcriptions of recorded meetings are now automatically generated in MS Teams after the recorded meeting. The transcript can be accessed through the meeting chat as well as the "Recording & Transcript" tab in Teams. See for further information.
- If you already have the audio recordings available, you could consider using the transcribe feature in the ΒιΆΉΤΌΕΔ provided Office 365 Online Word. You can find some more information about how this process works from the following .
Survey and data analysis software
What survey tools can be used for research purposes at ΒιΆΉΤΌΕΔ?
- ΒιΆΉΤΌΕΔ LimeSurvey (v.3); You may request a ΒιΆΉΤΌΕΔ LimeSurvey account by submitting a to IT Services.
- LimeSurvey user guide and other training information are available in this (ΒιΆΉΤΌΕΔ login required).
- If you experience difficulty in registering for the Intro to LimeSurvey training provided by IT, please do not hesitate to contact the DRS team drs [at] mcgill.ca.
Can I use LimeSurvey to collect personal information (e.g., emails, IP addresses) and personal health information?
- Yes. ΒιΆΉΤΌΕΔ hosts the open source βCommunityβ edition of LimeSurvey on servers located on ΒιΆΉΤΌΕΔ premises. This ΒιΆΉΤΌΕΔ provided online survey solution can be used for research purposes to collect demographic information of human participants, including personal information and personal health information with participant consent.
- LimeSurvey user guide and other training information are available in the (ΒιΆΉΤΌΕΔ login required).
I am using LimeSurvey to conduct my research. Should I back up my survey and the survey responses?
- Yes.
- You can create a complete backup of an active survey for archival purposes by exporting survey archive (.lsa), including your survey structure and the already stored survey responses.
- If you want to have a backup of your survey structure only, you may export the .lss file instead.
- More information on exporting survey archive file (.lsa) vs. survey structure file (.lss), please refer to the .
I am done with data collection using LimeSuvey. Should I delete my survey entirely from LimeSurvey?
- No. It is not advisable to delete your surveys in general.
- Instead, you may de-activate your survey once data collection is completed and you have exported and saved your survey responses in a secure storage location (e.g., ΒιΆΉΤΌΕΔ provided OneDrive, MS Teams and/or SharePoint Online).
Can I use Qualtrics or REDCap to conduct my research?
- An institutional version of REDCap is now available for ΒιΆΉΤΌΕΔ researchers. Researchers can request access by completing the from IT Services (ΒιΆΉΤΌΕΔ login required).
- For further information about ΒιΆΉΤΌΕΔ REDCap, please consult the .Μύ
- If you want to use Qualtrics for your research project, you can (ΒιΆΉΤΌΕΔ login required).
Can I use NVivo for my research project?
- With the desktop version of NVivo (i.e., local installation), data will not leave your computer and as such, the Cloud Directive does not apply.
- If you plan to use the additional Cloud collaboration tool that NVivo offers, you will need to go through the Cloud Service acquisition process.
Cloud Directive
General
Where can I find out if a particular software is approved or rejected for research under ΒιΆΉΤΌΕΔ's Cloud Directive?
- Please refer to ΒιΆΉΤΌΕΔ Approved and Rejected Cloud Services (ΒιΆΉΤΌΕΔ login required) for a list of solutions that have been vetted for specific use cases at ΒιΆΉΤΌΕΔ.
- The solutions on this list do not necessarily take into account potential use in research. Researchers who are using a Cloud solution are responsible for performing due diligence (in line with the sensitivity of the research data), evaluating risk and ensuring compliance. If you have questions about this process, please drs [at] mcgill.ca (reach out to the DRS team).
- Please note that each individual research study must be assessed for possible use of Cloud services. Just because a Cloud service has been approved for one research study does not mean that it is approved for all research.
Why does software get rejected?
- A typical scenario where Cloud solutions are rejected is because the vendor does not comply with QuΓ©bec and/or Canadian laws and regulations. For instance, sensitive data (e.g., Personal Information or Personal Health Information) is not sufficiently protected.
- Additionally, some solutions do not adequately protect Intellectual Property, which may lead to problems if/when applying for patents.
- If you are unsure about whether you are permitted to use a particular Cloud solution for your research project, you can reach out to the DRS team at drs [at] mcgill.ca.
My research data is not sensitive (e.g., personal information, personal health information, confidential data due to contractual agreement or IP protection). Do I still need to follow the Cloud Directive?
- When working with data that is not sensitive in nature, governmental regulations still require researchers to perform due diligence by documenting the choice of Cloud solution taking into account the sensitivity of data.
I am collaborating with researchers at another institution who are using Cloud solutions that are not approved through ΒιΆΉΤΌΕΔβs Cloud Directive. Is this permitted?
- The use of these solutions will depend on a variety of factors and considerations. These considerations may include the sensitivity of the data, Research Ethics Board approvals, data use or data transfer agreements and licenses, and applicable legal frameworks on personal or personal health information protection, amongst others. If you have questions about your specific research project, please drs [at] mcgill.ca (contact the DRS team) directly to discuss it further.
- When collaborating externally, a data transfer and/or data use agreement may be needed. For more information, please reach out to the Office of Sponsored Research at info.osr [at] mcgill.ca.
Do I need to plan ahead for the renewal of payable Cloud Service subscriptions?
- Yes! It is recommended to work with your Fund Financial Manager (FFM) to identify these renewals as soon as possible in the fiscal year (May 1st), and a minimum of 3 months before the subscription expires.
- More details on subscription renewals and other common questions can be found on the Cloud Services Considerations page.
Research Data Management
RDM support and best practices
I want to write a data management plan (DMP) for my next grant application. What are the tools and services available to help me in writing DMPs?
- You may use the (developed by the Digital Research Alliance of Canada) to help you to draft your DMPs. The DMP Assistant is a free online bilingual tool for writing your DMPs. You will also find several within this tool.
- More information on DMPs is available from ΒιΆΉΤΌΕΔ Libraries - Research data services.
- Our Research Data Management Specialist from ΒιΆΉΤΌΕΔ Libraries is also available to consult on writing data management plans. You may contact her at rdm.library [at] mcgill.ca.
- Instructional videos on writing DMPs: & .
Where can I get someone to review my DMPs?
- Our Research Data Management Specialist from ΒιΆΉΤΌΕΔ Libraries will be happy to review your DMPs. Reach out at rdm.library [at] mcgill.ca.
- More information on DMPs is available from ΒιΆΉΤΌΕΔ Libraries - Research data services.
- There are developed by the Digital Research Alliance of Canada.
Where can I access the online self-paced ΒιΆΉΤΌΕΔ RDM Learning Program?
- If you have a valid ΒιΆΉΤΌΕΔ email account, you can self-enrol in the .
- Members of ΒιΆΉΤΌΕΔ affiliated hospitals or research centres (e.g., RI-MUHC, Douglas, St. Mary's, etc., without a ΒιΆΉΤΌΕΔ email account) can .
- If you have any questions about registration or suggestions about the contents of the program, please contact us at drs [at] mcgill.ca.
Should I encrypt my files and how?
- Data encryption is strongly recommended for anyone storing confidential data on their computers.
- Please refer to the for concrete steps on encrypting your computer (ΒιΆΉΤΌΕΔ login required).
Data repositories
Where can I deposit my research data?
- You may consider ΒιΆΉΤΌΕΔ Dataverse or the Federated Research Data Repository (FRDR).
- See ΒιΆΉΤΌΕΔ Dataverse for more information.
- See the for more information.
- You may also contact rdm.library [at] mcgill.ca for support in finding a suitable repository for your research data.
- Instructional videos on data sharing and deposit: & .
I want to deposit my data in a data repository. Should I include documentation to describe the data along with my data set?
- Yes.
- Including documentation to describe your research and your data can help others and even the future you to understand and to increase the reusability of the data.
- Typical documentation for describing your data could include: a high-level βReadmeβ file for project information, a codebook, or a data dictionary.
- Instructional videos on data sharing and deposit: & .
Web Hosting
General
Is web hosting for media files on university servers possible?
- Yes.
- publishes independently designed websites on a centrally managed system that is secure, reliable and easily recoverable, with a reduced risk of server downtime. Please contact ΒιΆΉΤΌΕΔ IT Services directly for more information.
I want to build and host my own website. What options are available to me?
- : ΒιΆΉΤΌΕΔ's primary centrally-supported web publishing platform: a user-friendly, feature-rich, method of building and maintaining web pages.
- : Publish independently designed websites on a centrally managed system that is secure, reliable and easily recoverable, with a reduced risk of server downtime.
Last updated on 2024-08-15