Service Detail

Grant Data Preservation Options (for use associated with NSF Data Management Plans and Other Sponsored Research)

In order to address improvements to preservation/archiving storage solutions for research, the University of San Diego Information Technology Services unit suggests that Principal Investigators (PI’s) consider the following options for data archiving/preservation associated with research:

  1. Business Advanced Dropbox
    • For $180 per year (in 2017) you are provided with an unlimited storage of Business/Advanced Dropbox. Dropbox is a service and application that is commonly used to share documents. At the University of San Diego, Information Technology Services obtained a limited number of business/advanced licenses of Dropbox for sharing of documents, storage, and for preservation of data. Our Dropbox agreement is an annual subscription model and it is dependent on the terms of the contract as per Dropbox’s annual renewal (please email with your request).
    • Upon request, ITS will provide a Business Advanced DropBox account to the lead PI on federally funded research grants at no cost to the requestor.  The annual cost of $180 per year will be covered through centrally managed Indirect Grant Overhead funds (F & A) for all federally funded grants.
    • Note that DropBox differs from other data preservation methods listed below in that it is a file synchronizing and sharing service rather than a file storage service. While it does provide unlimited storage, you must also retain a copy of your files on your local computer and must have sufficient storage on your computer to hold all of your files. The amount of actual storage available in Dropbox is limited by the storage available on your computer.
    • Business Advanced Dropbox Features:
      • Data Retention—Files retained and accessible for e-discovery or contractual obligation
      • External sharing with non USD individuals
      • Live Document Editing—Ability for multiple people to collaborate and edit on the same document at the same time
      • Version Control—File versions and history are ONLY kept for 120 days
      • Administration and Management of Account: this is done by an ITS administrator
      • More details of features listed under the Advanced column 
      • Cost: $180 for unlimited storage per person per year.
  2. Digital USD: The University of San Diego's institutional repository, Digital USD ( publishes, preserves, and provides open online access to the scholarship, creative work, original data sets, and archival material produced by or affiliated with the University of San Diego community. When data must be made openly accessible to the public in order to comply with grant funding, Digital USD is an appropriate platform. Please contact the Digital Initiatives Librarian at for more information.

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