Information security (also known as data security) is one of the most important aspects of Research Data Management. Regardless of research information classification (sensitivity level), security safeguards should be in place to ensure it is not lost, stolen, or otherwise compromised.
Before reading this page
Regardless of the information classification associated with a research project, it is strongly recommended that researchers consult an information security professional when planning a research project that will collect, process, store, and/or share research information. This page covers high-level concepts about information security and may not include all information applicable to specific research projects.
For assistance, please contact arc.support@ubc.ca
At UBC, researchers are responsible to ensure the information collected, processed, stored, and shared meets the university security and privacy requirements, as well as provincial, national, and international applicable regulations.
Classification
Information classification (also known as data classification) is a crucial step in building a research projects’ security posture. It identifies the safeguarding requirements that should be in place for the project to be compliant with the university policies.
To identify information classification:
- Consult UBC Information Security Standard U1(ISS-U1) and our Research Information Classification page;
- Review the nature of the information;
- Identify the elements collected, processed or stored that meet the highest risks in ISS-U1;
- Assign an Information classification to all research information based on the results of step 3.
Note
Regardless of the amount of information collected, processed, stored, or shared, the most sensitive element identified should be the one defining the overall information classification.
Processing
Part of research project planning is usually to identify how Information will be processed, and which tools will be used.
Before starting the procurement process, researchers must ensure the solution to be used meets UBC requirements of Policy SC14, and associated Standards. To facilitate this process UBC Advanced Research Computing (ARC) offers information security services, including self-service tools, consultations, and various types of security assessments
Take a deeper dive
To find out more about ARC security services, visit our Security and Privacy Services page.
To find out more about UBC Information Systems Policy and Standards, visit the Office of the CIO website.
Storage
Information storage plays a central role in Research Data Management. Storage must be considered from the beginning to the end of a research project; and beyond when retention policies apply or when research information is deposited.
Properly safeguarding stored information is one of the most important aspects of a robust information security plan. When planning for information storage, consider the following:
Is information subject to specific regulations?
Privacy regulations such as FIPPA may restrict the storage location of certain types of information, like personally identifiable information. Before establishing a data repository, researchers should ensure regulation requirements are met.
What are UBC security requirements for information storage?
UBC’s Information Security Standard U7 applies to research information, regardless of where it is stored, and includes safeguarding requirements for devices such as local computers, external hard drives, cloud, and servers.
Consult UBC Information Security Standard U7 (ISS-U7) for more information about these requirements or book a consultation with one of our subject matter experts.
Note: UBC research information stored outside the UBC infrastructure may be subject to UBC Information Security requirements.
Is research information subject to a specific ownership, sharing, or copyright agreement?
Responsibility for safeguarding research information as well as any specific security requirements may be defined within a data agreement. Researchers should carefully read such agreements before completing a Research Data Management plan to ensure all security requirements are covered.
Will research information be in the custody of an external party?
When research information is in the custody of an external party (e.g. solution provider or other institution), the agreement between UBC and this external party should define responsibility for safeguarding the information, as well as any specific security requirements.
Visit the University-Industry Liaison Office page for more information.
Will information be stored outside the UBC infrastructure?
Where possible, it is recommended that researchers make use of UBC approved and supported information storage options. UBC information stored outside the UBC infrastructure is still subject to UBC Information Security requirements.
Note: Research information may be subject to retention requirements. For more information about data retention, visit our Research Data Management page.
Sharing
When sharing information with external collaborators, researchers will need to consider information management, custody/ownership, and safeguarding requirements.
Additional Resources
To learn more about UBC information privacy and security, visit:
To learn more about UBC security requirements, visit:
Office of the Chief Information Officer
To learn more about UBC legal requirements, visit:
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Send us an email at arc.suport@ubc.ca to talk to one of our subject matter experts.