Research data

Managing your project

Early planning of your project within your computer filing system will reduce the risks of losing data. A structure that enables maintenance and keeps all files of the same section of the project together is preferable.

File Naming

A logical and well thought through file naming convention enables others (and yourself) to easily locate files. A file name should provide an understanding and give clear context to the contents and the history of the file. Developing a file naming convention at the beginning of a research project has many benefits some of which are:

• makes files easy to find and retrieve
• allows for easy identification of the current or most recent version
• collaborators can easily access and share files
• files can be logically sorted and retrieved using key identifiers
• makes retention and disposal information easily recognisable

Three principles for file names

When deciding on best practice for developing a file naming convention there are three pinciples that should be considered.

The three principles include files that are:

• Human readable: can be easily read and understood by humans
• Machine readable: can be easily read and processed by machines
• Default ordering: alphabetical, numerical or chronological

Readme file

Provides a clear and concise description of all relevant details about data collection, processing, and analysis in a README file. This will help others interpret and reanalyze your dataset.

README files are created for a variety of reasons:

• to document changes to files or file names within a folder
• to explain file naming conventions, practices, etc. "in general" for future reference
• to specifically accompany files/data being deposited in a repository
   

It is best practice to create a README file for each dataset regardless of whether it is being deposited in a repository because the document might become necessary later.

• A good data practice is to store a readme.txt with each distinct dataset that explains your file naming convention along with any abbreviations or codes you have used.
• Write your README file as a plain text file, and avoid proprietary formats, such as Microsoft Word, whenever possible. However, PDF is acceptable when formatting is important.
• If you deposit your final datasets in a data repository, the repository may ask you to provide a README file with additional details about your datasets, such as methodological information or sharing/access information. Creating a README file at the beginning of your research process, and updating it consistently throughout your research, will help you to compile a final README file when your data is ready for deposit.