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![File Naming Conventions• How?– Files should be named consistently– Files names should be descriptive but short (<25characters)– Use underscores instead of spaces– Avoid these characters: “ / : * ? ‘ < > [ ] & $– Use the dating convention: YYYY-MM-DD– Document your system!](/image.pl?url=https%3a%2f%2fimage.slidesharecdn.com%2fdatamanagement101v2-150924152851-lva1-app6892%2f75%2fData-Management-101-2015-38-2048.jpg&f=jpg&w=240)
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Data Management 101 (2015)
The document discusses the importance of data management to prevent data loss and ensure easy access, analysis, and documentation of data. It emphasizes best practices such as the 3-2-1 backup rule, detailed documentation for reproducibility, effective file organization and naming conventions, and data security measures. Additionally, it highlights the need for future file usability through appropriate file formats and technology updates.
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Data Management 101 (2015)
- 1.Do You StillHave Your Data?• What if your hard drive crashes?• What if you are accused of fraud?• What if your collaborator abruptly quits?• What if the building burns down?• What if you need to use your old data?• What if your backup fails?• What if your computer gets stolen?• What if…
- 2.Data Management 10125September 2015Kristin Briney, PhD
- 3.Why Data Management?•Don’t lose data
- 4.Why Data Management?•Don’t lose data• Find data more easily– Especially if you need older data
- 5.Why Data Management?•Don’t lose data• Find data more easily– Especially if you need older data• Easier to analyze organized, documented data
- 6.Why Data Management?•Don’t lose data• Find data more easily– Especially if you need older data• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct
- 7.Why Data Management?•Don’t lose data• Find data more easily– Especially if you need older data• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct• Get credit for your data
- 8.Why Data Management?•Don’t lose data• Find data more easily– Especially if you need older data• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct• Get credit for your data• Don’t drown in irrelevant data
- 9.Data Management Basics•Introduction to a few topics in datamanagement– Storage and backups– Documentation– File organization and naming– Future file usability
- 10.For each minuteof planning atbeginning of a project, you will save10 minutes of headache later
- 11.grover_net, http://www.flickr.com/photos/9246159@N06/599820538/ (CCBY-ND)STORAGE AND BACKUPS
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- 13.Follow the 3-2-1Rule3 copies of your dataIn 2 different locationsOn more than 1 type of storage hardware321
- 14.Storage• How?– Computer–External hard drive– Shared drives/servers– Tape backup– Cloud storage*– CDs/DVDs– USB flash driveErica Wheelan, https://www.flickr.com/photos/reinventedwheel/5985479866 (CC BY)
- 15.*Cloud Storage• Readthe Terms of Service!• Eg. Google Drive– “When you upload or otherwise submit content to our Services,you give Google (and those we work with) a worldwide licenseto use, host, store, reproduce, modify, create derivative works(such as those resulting from translations, adaptations or otherchanges we make so that your content works better with ourServices), communicate, publish, publicly perform, publiclydisplay and distribute such content. The rights you grant in thislicense are for the limited purpose of operating, promoting, andimproving our Services, and to develop new ones”
- 16.Backups• How?– Anybackup is better than none– Automatic backup is better than manual– Your work is only as safe as your backup plan
- 17.Backups• How?– Checkyour backups• Backups only as good as ability to recover data• Test your backups periodically– Preferably a fixed schedule– 1 or 2 times a year may be enough– Bigger/more complex backups should be checked more often• Test your backup whenever you change things
- 18.Example• I keepmy data– On my computer– Backed up manually on shared drive• I set a weekly reminder to do this– Backed up automatically via SpiderOak cloudstorage
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- 21.What would someoneunfamiliarwith your data need in order to find,evaluate, understand, and reusethem?
- 22.Documentation• Why?– Datawithout notes are unusable– Because you won’t remember everything– For others who may need to use your files
- 23.Documentation• How?– Takegood notes• Capture as much detail as possible• Your coworkers should be able to understand
- 24.Documentation• How?– Keepmethods• Protocols• Code• Survey• Codebook• Data dictionary• Anything that lets someone reproduce your results
- 25.Documentation• How?– README.txt•For digital information, address the questions– “What the heck am I looking at?”– “Where do I find X?”• Use for project description in main folder• Use to document conventions• Use where ever you need extra clarity
- 26.Example• Project-wide README.txt–Basic project information• Title• Contributors• Grant info• etc.– Contact information for at least one person– All locations where data live, including backups
- 27.FILE ORGANIZATION &NAMINGDan Zen, http://www.flickr.com/photos/danzen/5551831155/ (CC BY)
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- 31.File Organization• Why?–Easier to find and use data– Tell, at a glance, what is done and what you haveyet to do– Can still find and use files in the future
- 32.File Organization• How?–Pick a system• Maybe work out a system with your coworkers– Get in the habit
- 33.File Organization• How?–Any system is better than none– Make your system logical for your data• 80/20 Rule– Possibilities• By project• By analysis type• By date• …
- 34.Example• Thesis– Bychapter• By file type (draft, figure, table, etc.)• Data– By researcher• By analysis type– By date
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- 36.File Naming Conventions•Why?– Make it easier to find files– Avoid duplicates– Make it easier to wrap up a project because youknow which files belong to it
- 37.File Naming Conventions•How?– Pick what is most important for your name• Date• Site• Analysis• Sample• Short description
- 38.File Naming Conventions•How?– Files should be named consistently– Files names should be descriptive but short (<25characters)– Use underscores instead of spaces– Avoid these characters: “ / : * ? ‘ < > [ ] & $– Use the dating convention: YYYY-MM-DD– Document your system!
- 39.Example• YYYYMMDD_site_sampleNum– 20140422_PikeLake_03–20140424_EastLake_12• Analysis-sample-concentration– UVVis-stilbene-10mM– IR-benzene-pure
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- 42.Know Your DataSecurity Plan• HIPAA, FERPA, FISMA, IRB, etc.• If you have sensitive data, know the plan– Who has access?– What are the procedures?– Who’s responsible?• Ask for help!
- 43.FUTURE FILE USABILITYIan,http://www.flickr.com/photos/ian-s/2152798588/ (CC BY-NC-ND)
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- 45.Data Retention• 3years required by government• Better to do 5-10 years
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- 47.Future File Usability•What?– Can you read your files from 10 years ago?– Data needs to be• Accessible• Interpretable• Readable
- 48.Future File Usability:Interpretable•How?– Back up written notes• People always forget this one• Difficult to interpret data without notes• Options– Digitally scan (recommended with digital data)– Photocopies
- 49.Future File Usability:Readable•How?– Convert file formats• Can you open digital files from 10 years ago?• Use open, non-proprietary formats that are in wide use– .docx .txt– .xlsx .csv– .jpg .tif• Save a copy in the old format, just in case• Preserve software if no open file format
- 50.Future File Usability:Accessible•How?– Move to new media• Hardware dies and becomes obsolete– Floppy disks!• Expect average lifetime to be 3-5 years• Keep up with technology
- 51.WHERE TO GOFROM HERE
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- 55.Resources• Data Services–http://uwm.edu/libraries/dataservices/• http://uwm.edu/libraries/dataservices/#videos• Data Management Guide– http://guides.library.uwm.edu/data• Data Services Librarian– briney@uwm.edu
- 56.Thank You!• Thispresentation available under a CreativeCommons Attribution (CC-BY) license• Some content courtesy of Dorothea Salo– http://www.graduateschool.uwm.edu/research/researcher-central/proposal-development/data-plan/boot-camp/ (CC BY)