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Data Management Guide

Jamk Guide to data management in English

Storing and processing data during the research or project at Jamk

During the research or project, the data must be stored carefully and securely while taking into account the agreements you have made with your partners. As the research progresses, your storage needs may vary, and you may have to store your data in several systems and/or with different access rights during the data’s life cycle. The data must be managed well, documented, stored securely and backed up to maximise its potential at the different stages of its life cycle. The most important tool in your data management process is the data management plan (DMP).

It is a good idea to pay attention to how you name your files and organize your folders. Think how you could express the content of the files and organize your data and folders as efficiently and clearly as possible. You can consider if a colleague or you yourself after five years could find and understand the stored files and data. Good practices for naming can be found for instance in: RDMkit - Data organisation.


M and H drives on Jamk’s servers

During the research process, the researcher can use the shared folders in Jamk’s M drive to store their data. Alternatively, they can use their personal home directory (H drive). These network drives are suitable for storing confidential and sensitive data. To set permissions for the M-drive folder, contact Jamk’s Helpdesk. Only the folder’s owner can submit a permission change request.

The M and H drives are located on Jamk’s own servers and are backed up daily. We recommend using the M drive for backing up research data. Users must always be careful when handling their own files! Jamk’s workstations are encrypted, making it virtually impossible to restore files.


OneDrive for Business (OneDrive - Jamk) and Microsoft Teams

Log in to the services using your own Jamk account. This will give you more storage space and functionality, and Jamk’s data is contractually protected. The higher education partnership agreement allows for higher quality and, above all, more secure cloud storage space for files compared to private user accounts. However, these services are not suitable for confidential, sensitive information. Mobile device users must ensure the security of their phone.

In OneDrive, files can be accessed from different devices anytime, anywhere. It allows multiple users to edit files simultaneously. OneDrive accounts are personal, meaning that it will be removed if its owner leaves Jamk. In this case, the data will also be removed from the service!

Teams is the most versatile service for working together. In addition to employees and students, you can invite other people outside of Jamk. Teams will remain at the organisation’s disposal even if its administrator decides to leave Jamk. In this case, a new administrator must be assigned to the team (either by the outgoing administrator or by sending a request to Jamk’s HelpDesk).

OneDrive and Teams are backed up. In Teams, backups only apply to files, not conversations.



Eduuni is a group work environment that is a safe alternative for the processing of confidential data, in comparison to other cloud services. It is suitable for working together with other organisations, including in EU-wide international research projects. You can process confidential information (access rights must be restricted to the right users). Eduuni's servers are located in Finland and the service is provided by CSC. The service requires registering with your work email address (HAKA login). The service is also subject to a fee, unless, for example, one of the project’s parties has already paid for it.

PLEASE NOTE! If the data to be stored is not confidential, Microsoft Teams is the recommended option for group work.


Filesender and Securemail

FileSender is a file transfer service that can be accessed using a Jamk ID through the HAKA login. The service is a good alternative to email attachments, as it can be used to send large files (up to 50 GB). You can determine how long the file will be shared and when the file transfer will expire and can no longer be downloaded. The person who shared the file will be informed of any events related to the file. The service is provided by CSC and its servers are located in Finland. The service is not suitable for the transmission of sensitive information.

As a technology, email does not include any easy-to-use and reliable mechanisms for securing its contents, which is why sending any sensitive information via email is strictly forbidden. If you wish to send any secure messages to Jamk, you can do so without any restrictions via the Securemail service.


CSC’s services for sensitive data

Personnel can use a service package for sensitive data free of charge to store and share data between different parties (SD Connect) and analyse data personally or collaboratively (SD Desktop).


The Webropol Survey System

Jamk offers the Webropol survey system for the use of its personnel and students. By using it, you can be sure that any personal data related to your surveys are stored within the EU. The system is compliant with the highest security standards, and all of its servers are located in Finland. If you use Webropol to create a survey related to your research, you must take into account the requirements for the processing and storage of personal data in the survey system. The same principles also apply to other survey systems. The system is not a storage location for your data.


Tweb Document Management System

All documented information is archived electronically in Tweb. Jamk no longer maintains any paper archives. A separate location is created for each project in the document management system, where all documents related to the project are added. Document Management accepts different file types, and the user can specify who has access to the data stored there.


Information system and home use licences

Jamk offers personnel a wide range of information systems and software as well as home use licences:


Data protection in Jamk