Structuring your data

Research projects generate large amounts of data, and the structuring of data should be planned early on in the project. Decides from the start how data files are to be named and structured can save time and prevent subsequent errors. Use the metadata, i.e. the information describing the contents of a data file, to create a context so that you and others easily can understand and use the data files during and after the project.

 

TIPS FOR ORGANISING DATA FILES

Logical and consistent organisation makes it easier to find, check and reuse data. Here are some tips for developing a good structure:

  • Use folders. Group files in folders so that information on a specific topic is gathered in its own folder.
  • Examine and use existing routines. Find out whether your colleagues use certain routines for organising their data. 
  • Name folders clearly. Names should reflect the contents of folders rather than the responsible researcher, for instance. This also informs new project staff of the content of a specific folder.
  • Be consistent. Stick to the decided scheme for naming files and folders. The scheme such be determined early on, and before starting data collection, if possible.
  • Order folders hierarchically. Use overarching folders for broader topics and create more specific folders inside these.
  • Separate ongoing and completed parts of the project when you have many files and folders.
  • Use “My documents” for ongoing work and regularly move completed work to a specific archival folder.
  • Create backups. Make sure that you have backups of your data, irrespective of whether you use a local computer or network for storage.
  • Review your material. Regularly review the material and move or delete that which is no longer needed. Add a reminder to your calendar to do this.

 

ASPECTS TO CONSIDER WHEN NAMING DATA FILES

Decide on a naming scheme early on in the project. Useful file names are: 

  • Consistent
  • Intelligible to you and your colleagues
  • Easy to find

It is a good idea to decide within the project (or at your subject or department) on standard usage for the following elements in file names:

  • Vocabulary. Use standard vocabulary for file names to ensure that everyone uses the same terminology. 
     
  • Punctuation. Decide on punctuation rules and the usage of symbols, capital letters, hyphens and spaces. 
     
  • Dates. Decide on a format for dates. 
     
  • Order of elements. Decide on the order in which different parts of the file name should be given, so that it is easy to identify them. 
     
  • Numbering. Specify how files should be numbered to be consistent and avoid duplication. For example, decide whether 01 or 001 will be used. 

 

NAMING DATA FILES TO KEEP TRACK OF VERSIONS

Project documents are usually created in collaboration. Frequently many persons are involved over a long time, and this means that confusion may arise on which version of a document is the latest. Here are some tips for keeping track of versions and avoiding confusion:

  • Use a system to keep track of versions. Larger revisions of a file can be indicated with whole numbers, for example, “v01” for the first version and “v02” for the second. Minor revisions can be tracked using decimals, for example “v01_01” for the first minor revision of the first version, and “v03­_02” for the second minor revision of the third version of a file.
  • When sending out files for comments, information on who has done the revisions should be included in the file name. For example: a file named “datav01-20190101_NN” indicates that a colleague (NN) made changes on 1 January 2019. The main author should then incorporate these changes into version “v01” and rename the new version of the file in accordance with the determined naming scheme used in the project.
  • Include a table for tracking the versions of each important document, in which changes are noted with the date and version number. Decide who will be finalising the document and marking it as the “final” version.