![]() capture relevant information in file names rather than just relying on the date that they were created.avoid using dots and special characters such as / \ : * ? " | as these may be reserved for the operating system.avoid using spaces. Use punctuation such as hyphens or underscores to separate words, particularly for files that will be available online.It also helps to prevent confusion with naming files using MM-DD-YYYY rather than DD-MM-YYYY. This makes alphabetical order coincide with chronological order. include dates in the YYYY-MM-DD format.If you use abbreviations keep a record of these abbreviations in a 'readme' file so that others can understand them and use them. You can use the following suggestions to decide how to name your files: Use of consistent and meaningful names will enable you to identify and distinguish between similar records, making it easier to find your data. Naming conventions are rules that allow electronic and physical records to be named in a consistent and logical way. You will need to ask Computing Services to set access permissions for folders.Ĭhoosing a file or folder naming convention control access at the highest level: It is easier to set access permissions near the top of the folder structure than to control permissions on sub-folders.keep your raw data separately from the data you are working on: keep a 'raw data' file so that you have a copy of the file before any processing has taken place just in case you need to go back to it.This will also make it easier to review what you need to keep as you go along. separate current and completed work: You may find it helpful to move drafts and completed work into separate folders.structure folders hierarchially: design a folder structure with broad topics at the highest level and then use sub-folders within these.keep group numbers manageable: if you have too many sub-folders you might find this difficult to navigate but you also don't want to have to look through numerous files within a folder to find the one that you want to use.apply meaningful folder names: ensure that you use clear and appropriate folder names that concisely convey the contents of the folder.use folders to group files with common properties: think about how you might want to browse your files in the future.You can use the following suggestions to help you organise your data: If you are doing qualitative work you might want to organise your folders by topic, participant group or data collection method if you are doing experimental work you might want to organise the results into folders by the dat that you did the experiment, or by key experimental condition. There are many ways of organising your files so think about what makes sense for your research. These practices for organising and documenting your data, will also help you when it is time to deposit your final dataset in a research data archive at the end of your project. if you are working alone, it is still important for you to set up a scheme for yourself.ĭocument your file organisation scheme in a 'readme' file, preferably in plain text, and store it at the top level folder for your project where you (or anyone in your group) will be able to access it easily.Īlthough these principles are aimed at digital files and folders, it is just as important to organise physical files, folders and other materials in a meaningful, consistent and documented manner.if you are working within a research group, it essential that the whole group agrees on a file organisation structure so that everyone can find data within the group's shared storage area.if you are new to a group, or are working in a research facility, check whether there is an established procedure to follow.You should establish a file organisation scheme at the start of each project to avoid having to sort out your files retrospectively: use naming conventions to give your files and folders meaningful names according to a consistent pattern.use folders to sort out your files into a series of meaningful and useful groups.Good file and folder organisation will help you to locate, identify and retrieve your data quickly and accurately, therefore making it easier to manage your data.
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