Organise Your Data

Look at the Storage  page on the Information Technology and Digital Services website for guidance on storage options available to you and the best storage solutions for different classes of data. 

Some common tools provided by the University for storing research data include: 

It's important to know what classification your data is and how to protect it, where your data is stored (locally or in the cloud, within or outside Australia, on a device that can be lost or stolen), if it's backed up regularly and how often, and if your choices are supported by the University. 

If you're unsure about the best storage option for your data, contact the Service Desk at 831 33000 or contact MyIT. 

Whether you're a student or staff member, any research data you collect must be stored according to the Australian Code for the Responsible Conduct of Research. 

To save time on your research project, it's important to keep your data organized and easy to locate. 

Start off with good habits for naming files and keeping track of different versions. One way to do this is by applying a naming convention to folders. By prefixing folder names with numbers, you can force them to be ordered according to the steps in your workflow. For example, this folder structure has a four-step workflow: 

If your data might be hard for someone else to interpret, include a document explaining it and any naming rules. 

Additionally, including a "readme" file in the top-level folder can help describe the folder layout right where it's needed. 

When naming your files, make sure to describe their contents and how they relate to other files. Doing this consistently and meaningfully from the beginning of your project can save time later on and really helps to keep your data organized and make everyone's lives easier. 

Consistent and logical naming of files and folders makes them easy to find and compare to other versions. Following conventions specific to your discipline ensures that people not directly involved in the project will be able to understand them. Document the file naming convention chosen and ensure it is followed consistently. 

Think about: 

File names 

Numbers and dates 

Versions 

For example, a file name format might resemble this: Date collected_Location_Sensor. As you apply this format, file names could evolve to something like: YYYYMMDD_SiteA_SensorB.CSV. 

For a useful list of file naming considerations, advice, and solutions, have a look at the University of Edinburgh’s Naming conventions.

Metadata refers to "data about data." It provides information about an object, such as its location, content, format, quality, and contact details for people who are knowledgeable about it. 

Metadata can describe both physical items (like primary resources) and digital items (such as datasets, documents, audio-visual files, images, etc.). 

It can come in various forms, ranging from free-text descriptions (like read-me files) to structured, machine-readable formats. 

Different types of metadata serve different purposes. For instance: 

Metadata can describe an entire collection of data, such as all the data associated with a particular research project, or individual data points; for example, this is a measure of temperature in degrees Celsius. 

Ideally, a controlled vocabulary is used to ensure consistent metadata. This vocabulary consists of an organized set of words for indexing, enhancing retrieval through browsing or searching. 

When considering your own data, think about the information needed to comprehensively describe it. Is there a controlled vocabulary specific to your research area that offers preferred terms and definitions for your data?

It's crucial to consider both the file format and the overall storage requirements before starting your project. Making changes after completing the project can be very time-consuming, costly, or even impossible. 

Ideally, choose file formats that are non-proprietary, open, well-documented, unencrypted, uncompressed, and widely used in your field. This ensures compatibility and accessibility. 

Think about whether the chosen file format is likely to become obsolete in 5, 10, or 50 years. Determine how long the data needs to be stored for. 

For high-resolution data, you may need to convert it to another format. Ensure long-term preservation by considering storage, display, visualization, conversion, or reuse of the data. 

Some common durable formats include: