When embarking on a research journey, especially one backed by grants, the importance of a robust Data Management Plan (DMP) cannot be overstated. It is a vital component that ensures the integrity, security, and accessibility of data throughout and beyond the project lifecycle. Recently, I had the opportunity to sit down with Dr. Emily Cartwright, a principal investigator at Iowa State University (ISU), who shared her insights into how the IT staff at ISU have been instrumental in navigating the complexities of data management.
As Dr. Cartwright recounted her experience, it became evident that the expertise offered by ISU’s IT staff was indispensable. “When I first started drafting my DMP, I was overwhelmed by the myriad of considerations that needed to be addressed, from data storage to security protocols,” she began. “The IT staff were not only knowledgeable about the various campus, state, and federal policies, but they also understood the specific needs of my research and tailored their advice accordingly.”
One of the primary challenges Dr. Cartwright faced was ensuring the security of sensitive data collected during her research. “Initially, I thought of using a simple external hard drive for backups,” she confessed. “However, the IT experts at ISU highlighted the vulnerabilities of such a method, especially in cases of physical damage or theft.” They recommended a more secure, multi-tiered approach involving cloud services like CyBox and Google Drive, combined with local storage on a centrally managed project server.
The IT team’s role extended beyond mere recommendations. They actively assisted in setting up these systems, ensuring that all protocols were followed to safeguard the data adequately. “They were meticulous in configuring the security settings on our cloud storage, setting up encryption, and establishing access controls,” Dr. Cartwright explained. “It provided peace of mind knowing that the data was protected against unauthorised access.”
Another crucial aspect where ISU’s IT staff shone was in cost estimation and management. “Budgeting for data storage and security can be tricky,” Dr. Cartwright noted. “The IT team helped outline the costs associated with different storage solutions and provided a clear picture of what to expect financially.” This foresight was invaluable in preparing her grant proposal, ensuring that all bases were covered without any unexpected financial surprises down the line.
Dr. Cartwright also emphasised the importance of having a reliable backup system. “Data loss can be devastating,” she remarked. “The IT staff set up an automated backup system that replicated data across multiple locations. It was reassuring to know that even in the event of hardware failure, our research data would remain intact.”
The support from ISU’s IT department was not limited to infrastructure and logistics. They also played a pivotal role in educating the research team about data integrity checks and best practices for maintaining data quality throughout the project. “They conducted workshops and training sessions to ensure everyone on the team was on the same page,” Dr. Cartwright said. “This proactive approach helped prevent potential issues before they arose.”
Reflecting on her experience, Dr. Cartwright expressed gratitude for the collaborative atmosphere fostered by ISU’s IT staff. “Their willingness to engage with researchers, understand our specific needs, and provide tailored solutions was a game-changer for us,” she stated. “It’s not just about having experts available; it’s about having experts who are invested in your success.”
For researchers at ISU, or any academic institution for that matter, leveraging the expertise of IT professionals can make a significant difference in the effectiveness and efficiency of a research project. As Dr. Cartwright’s experience illustrates, the support provided by ISU’s IT staff extends beyond technical assistance—it’s a partnership that empowers researchers to focus on their primary mission: advancing knowledge and innovation.
As we wrapped up our conversation, Dr. Cartwright offered a piece of advice for fellow researchers: “Don’t try to navigate data management alone. The resources and expertise available on campus are there to support you. Take advantage of them early in the process, and it will pay dividends throughout your research.”
Rhoda Pope