These guidelines supplement and strictly adhere to the Charles University (CU) Research Data Policy (adopted 2024), ensuring all data generated within the facility are managed in line with the FAIR principles (Findable, Accessible, Interoperable, Reusable).
1. Responsibilities and Ownership
Institutional Mandate
The Facility operates in accordance with the CU Research Data Policy. Users must manage their research data to ensure transparency, reproducibility, and compliance with the CU Code of Ethics and GDPR.
Data Ownership
The User/Principal Investigator (PI) of the research project is the data owner by default, unless specific agreements (e.g., consortium contracts) state otherwise.
Long-Term Preservation
Determining and adhering to the mandatory data retention period (which varies by funder, discipline, and national law) is the sole responsibility of the User/PI. The facility directs users to the Faculty Data Steward for best practice consultation.
2. Active Data Storage and Retention
The Facility provides temporary, secure storage for active experiments only. It is the User’s responsibility to transfer data to long-term storage within the retention window.
For detailed information, you can refer to our VMCF Storage Guidelines.
Immediate Storage
Immediately after acquisition, data are temporarily stored on the Local Network Attached Storage (NAS), utilizing RAID 5 for fault tolerance. This storage is secured but is not intended for long-term data preservation.
Access Control
Access to the NAS, software, and analysis hardware is secured via the Faculty/CU authentication system (CAS). Authorized external/commercial users are provided with secure credentials.
Data Retention Window
- Data are stored for a maximum of 3 months (90 days) from the date of acquisition.
- Users are responsible for transferring their data within this period.
- Important: Data remaining on the NAS after 90 days will be deleted without further notice.
3. Data Transfer and Long-Term Preservation
Recommended Transfer Methods
- Local Network Transfer: Use secure local network options.
- CU/CESNET Cloud: Use services like CESNET ownCloud or CESNET storage.
- Disk Media: The use of personal Flash Drives or USB external hard drives is strongly discouraged to ensure secure and auditable transfers.
GDPR and Personal Data
Research data containing personal data (e.g., human-derived images) must be anonymized or pseudonymized before transfer. Transfers of personal data must be conducted via secure, encrypted methods. The use of unencrypted flash drives for personal data is strictly prohibited.
Long-Term Storage
Since CU/Faculty do not provide a centralized institutional repository for final research data, the User/PI must arrange long-term preservation. Common routes include:
- CESNET (through negotiation).
- User-specific storages.
- All preservation must align with the User’s Data Management Plan (DMP).
For detailed information, you can refer to our VMCF Storage Guidelines.
4. Metadata and Open Science Support
Metadata Collection
Key experimental metadata—including Instrument used, imaging parameters, objective, and sample name—are specified during initial consultation and experiment setup.
Metadata Storage
Key metadata is typically stored within the image data file format itself. Users are encouraged to verify this and utilize OMERO file formats (Open Microscopy Environment) for organized annotation and metadata enrichment, enhancing data Findability.
DMP and Consultation
The Faculty provides access to the FAIR Wizard for creating DMPs. The Facility also offers consultation on:
- BioImage Analysis services.
- Data publication and scripts.
- Reproducible data analysis workflow publication.
5. Faculty Data Steward Contact
For consultation regarding research data management, creating a Data Management Plan (DMP), and compliance with the CU Research Data Policy, please contact the Faculty Data Steward:
- Name: Jiri Grulich, Data Steward
- Department: Research Support Department
- Email: jiri.grulich@natur.cuni.cz
- Telefon: +420 221 95 1259
- Office: Albertov 6, 4NP, room 312