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Research Data Management

Top 5 Tips for Working with your Files

Here are some tips to keep your files FAIR (and safe). Following these tips from the very beginning of your research project makes it easier to manage your active data during the project and to publish your dataset later!

1 ) Use a clear and consistent file naming and structure

Keep your file names simple, short and descriptive. Use dates in a standardized format to version your files. Keep a consistent and clear filer structure.

2) Include instructions

Include a readme file with your dataset, describing key information and instructions on how to access and use the data. This helps others understand your work

3) Use trusted storage tools

Make sure you read the terms of agreement before sharing or publishing your data in an external service. Use only secure and recommended services. See Data Management Platforms for recommended tools for active data sharing. Choose the storage media according to your needs:

  • Portable storage media: avoid using as a primary storage - risky and vulnerable to loss and damage
  • University network drives are suitable for collaboration within the university
  • Cloud services are suitable for collaboration with partners from outside the university

When processing and storing sensitive data, restrict access and use encryption if possible. Consult your IT department for local policies, tools and storage locations. See Dealing with Sensitive Data for more information.

4) Use Open file formats

Save your files in open and commonly used formats to enable others to access them and to help prevent conversion issues. Technology changes quickly and you should use the most widely accepted formats for your files. See File Formats for more information.

5) Always backup your files

This may seem excessive, but always try to practice the 3-2-1 rule:

3) Have at least three copies of your data
2) Store the copies on two different media (e.g. portable media and cloud)
1) Keep one backup in a (physically) different location
 

Adapted from: University of Wisconsin-Madison Research Data Services

Data Management Platforms

The following platforms are designed to facilitate your research data management: Open Science Framework (OSF), FigShare, Mendeley Data, Zenodo. All of these are free to use but the free versions have some limitations in file sizes and other features. You can search for data published by others, work with active data and share it securely with your collaborators during the project, and finally publish your dataset once the project is complete. These platforms also offer persistent identifiers for your datasets.

Open Science Framework (OSF) : https://osf.io
FigShare: https://figshare.com
Mendeley Data: https://data.mendeley.com
Zenodo: https://zenodo.org

File Formats

When selecting file formats for archiving, the formats should ideally be:

  • Non-proprietary
  • In common usage by the research community
  • Interoperable among diverse platforms and applications
  • Fully published and available royalty-free
  • Fully and independently implementable by multiple software providers on multiple platforms without any intellectual property restrictions for necessary technology
  • Developed and maintained by an open standards organization with a well-defined inclusive process for evolution of the standard

Source: Stanford Library

The following file formats are commonly used:

  • Textual data: XML, TXT, HTML, PDF/A (Archival PDF)
  • Tabular data (including spreadsheets): CSV
  • Databases: XML, CSV
  • Images: TIFF, PNG, JPEG
  • Audio: FLAC, WAV, MP3

More information in international recommendations:

Dealing with Sensitive Data

Sensitive data is information that is protected against unwarranted disclosure. It can include but not limited to personal data, proprietary data and other restricted or confidential data that should be protected from unauthorized access.

Sharing Sensitive Information - Important points

  • Include provision for data sharing when gaining informed consent
  • Protect people's identities by anonymizing data where needed
  • Consider controlling access to data
  • Apply an appropriate license

Source: ANDS Guide

Always remember to share your data responsibly. Sensitive information is not meant to be shared with everyone. Make your data "as open as possible, as closed as necessary" (EU Horizon 2020 manual).