Research Data @NTNU helps you store research data after project completion, when required by the Regional Committee for Medical and Health Research Ethics (REK). This page describes the “REK archiving” service and explains the steps needed to prepare and submit datasets for storage.

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A secure service for mandated storage

Health research projects that receive approval from REK are generally required to store data for a certain period after the end of the project for control purposes, often five years or more. By using the service REK archiving, the responsibility for storing data from projects does not lie solely with the researcher but is managed centrally by NTNU. In case of inquiries of external audit and control, NTNU can comply with the request without active contributions from former project members or leaders.

NTNU offers REK archiving in file stores with strict access control and high security. Data sets must always be compressed as a single encrypted ZIP file and be protected with a unique project password. Research Data @NTNU ensures that passwords and datasets are stored in two separate systems: the dataset (and any identifier key) is stored in a suitable storage solution at NTNU while the password is stored in a separate password manager.

Preparation and submission

Start the process by registering your needs in NTNU Help. You will be asked to fill out a written agreement that must be signed by the relevant manager at the department level, the project leader and a representative from Research Data @NTNU. The agreement must include an accurate description of the dataset. Always ensure secure temporary storage of the dataset until the submission and archiving process are quality assured by Research Data @NTNU.

Then create an encrypted, password-protected zip file:

• Organize the files in appropriate folders and collect everything in a main folder.
• Encrypt and compress this main folder with 7-zip (Win) by following NTNU's encryption instructions.
• Label and name the new dataset file (and any identifier key) with a REK number or other ID number as agreed with Research Data @NTNU.
• Use a unique, secure password per dataset.
• Send the zip file to the NTNU University Library via Filesender after you have received a request for such submission.
• If an identifier key is also to be archived, use the same procedure to create a separate zip file with a unique password.
• Arrange the delivery of passwords with Research Data @NTNU in NTNU Help. Passwords are delivered in a separate channel, for example via SMS.

Storage and possible disclosure of data

Your research data will be stored securely within the service, with limited access and an agreed deletion date. Those who store the password do not have access to the dataset, and vice versa. Disclosure inquiries from controlling authorities will be approved by the relevant department at NTNU, and the data and password safely transferred to the authority together with relevant information.

Contact

If you have questions or need help, contact Research Data @NTNU through NTNU Hjelp.