Research Data Management

Keeping track of documents and datasets is critical while you are conducting research. Good organization not only helps you during the research process but also promotes the understanding and reusability of your data later.

There are two main strategies that can assist you in organizing your data while collecting research:

1. Use a Naming Convention for individual files

2. Group your files into meaningful datasets (File Structure)

1. Using a Naming Convention

Consistent and clear naming conventions are the most effective strategy for keeping your files organized. If your lab or research group does not already have an established naming convention, consider these best practices:

• Use consistent file naming across all your documents and projects
• Choose descriptive names that clearly represent the file's content and purpose
• Keep names concise - use short, informative words or phrases and aim to keep file names under 25 characters
• Avoid symbols such as " /\ : * <> [ ] & $
• Use underscores (_) instead of spaces to separate terms
• Implement a consistent date format, such as YYYYMMDD, placing the date at the beginning or end of the filename to assist with sorting

File Renaming Tools
Several tools can help you retrospectively rename your files according to your chosen convention:

2. Creating and Effective Folder Structure

A systematic file folder structure enables you to easily locate your data and helps others navigate through your files efficiently. Follow these best practices:

• Name folders by major functions or activities
• Structure subfolders by date or event for chronological organization
• Use self-explanatory names that clearly indicate folder contents
• Eliminate duplicative folders to avoid confusion
• Keep the structure simple and consistent throughout your projects

Planning Resources
MIT has created a helpful worksheet to guide you through developing a file naming convention and creating a systematic file folder hierarchy. Download the Worksheet

Version Control

You can also track changes to your files with version control. You may need to go back to earlier versions or the original version of your data. Always save an original untouched version of your data! You can manage versions 2 ways:

Manually: Use a sequential numbered system: v01, v02 (Don't use confusing labels, such as 'revision', 'final', 'final2', etc.)

Use version control software (SVN) such as Mercurial, or TortoiseSVN, which can track revisions to files and help you roll back to a previous version of a file.