Data Management

The data management practices you engage in as your project is underway can affect the accessibility of data during the research process, and have lasting effects long after the project concludes. Fortunately, many of these activities are basic and require very little extra effort. Organizing your files, adequately describing the content, and conducting regular backups will keep your data easy to use, particularly if your research team is large or the project is long-term.  You will want to keep in mind the file structures, file naming, and file versioning you will use so that you can find and use your data when you need it.

Many free tools are available to help you manage your research data, including these programs below:

Bulk Rename Utility: an interface for renaming and moving multiple files at once.

• Download Bulk Rename Utility

Consistent file naming conventions is essential for organization, collaboration, and long-term usability. File naming choices can aid in file location and content understanding while minimizing errors in file handling. Naming convention best practices include:

• Start with the creation date: Use YYYY-MM-DD format.
• Avoid special characters: Like &,%,#,!, stick to letters, numbers, and underscores (_). 
• No spaces in filenames: Use underscores instead (e.g. data_file_01 instead of data file 01).
• Keep names short and clear: Avoid excessively long names.
• Use consistent numbering: Use 001, 002, 003 instead of 1, 2, 3.
• Readable and meaningful: Include relevant details like:
  • Creator name (for collaborative projects)
  • Date of creation
  • Version number (avoid vague terms like "final")
  • Descriptive term (e.g. location, instrument type, or text title)

Example Comparison:

Improper: DRF-PhD-Policy-Programs-Manual-2017-2018-FINAL-revised-10.12.17.pdf

Proper: DRF-PhD-Policy-Programs-Manual-2017-2018_v5.pdf

Folder organization and file path consistency are important in managing data. Often times researchers try to document their data using file paths like /Project/Aim1/Experiment1/Results/Keep1/January/2023/Cycle1. However, if a file names 0012023cf.tiff was sent to another collaborator, they would not have access to any of the file path's documentation. Instead, your project folder should include a README file or similar document explaining the folder structure, file contents, and naming system. 

Tips for Organizing Project Folders

• Avoid embedding important context in file paths (e.g. nested folders with descriptive names). This can cause issues when files are shared separately.
• Instead, us a README.txt to document information about the files and their organization.

Recommended Folder Structure: 

• Main project folder: Named after the project with the project start date included 
• Subfolders: 
  • docs: text documents and supplementary materials
  • data: raw data and metadata (read only)
  • results: processed data, visualizations, and analyses
  • source: scripts and programs used during the project