Data organization refers to adopting and implementing a systematic methodology for arranging and structuring data to ensure efficient storage, retrieval, and analysis. It includes categorizing data, devising meaningful and consistent file names, and using standardized formats and metadata.
A good practice is associating all related data and materials with a project by establishing relations among the components. By implementing clear folder structures and proper documentation, researchers and other stakeholders can easily locate and understand the data.
File Naming
Effective file naming can help researchers stay organized and quickly identify necessary files. Below are some tips with good examples of file naming.
| Tips | Explanations |
| Be Consistent | Use a consistent naming convention throughout your research project to ensure files are easily identifiable and retrievable. |
| Use Descriptive Names | Include descriptive information such as project name, date, and version number. This helps in understanding the content of the file without opening it. |
| Include Dates in a Standard Format | Use a standard date format (e.g., YYYYMMDD) to ensure chronological sorting (e.g., project_20231015). |
| Keep It Short but Meaningful | While being descriptive, ensure file names are not excessively long, as this can cause issues with file path length limitations. |
| Avoid Special Characters | Avoid using special characters (e.g., / \ : * ? " < > |) as they can cause issues in different operating systems. Stick to alphanumeric characters, dashes, and underscores. |
| Use Leading Zeros | For sequential numbering, use leading zeros to maintain proper numerical order (e.g., file_001, file_002, ..., file_010). |
Examples of good file naming conventions:
For enquiries, please contact the Library's Research Data Management Services of the Research Support and Scholarly Communication Section at lbrdms@cityu.edu.hk
Folder Structure
An effective folder structure enables you to quickly find the files you require. By planning your folder structure early in the research process, you can create a logical system. The organization of your folders and management of your data are influenced by the nature of your research project.
| Tips | Explanations |
| Create a Logical Hierarchy | Organize folders in a hierarchical structure that reflects the organization of your project or research. Start with broad categories and create subfolders for more specific topics. |
| Use Clear and Descriptive Folder Names | Like file names, folder names should be descriptive and consistent to make navigation intuitive. |
| Separate Data by Type and Stage | Create separate folders for raw data, processed data, and final outputs. This helps in distinguishing between different stages of data processing. |
| Include Documentation | Include a README file in each main directory to explain the structure and contents of the folders. This helps others (and your future self) understand the organization. |
| Avoid Deep Nesting | Avoid creating too many nested folders as it can make navigation cumbersome. Aim for a balance between organization and ease of access. |
An example of good folder structure:
/Climate_Study_Project
/Raw_Data
/2023
/January
/February
/2022
/December
/Processed_Data
/Temperature
/Precipitation
/Final Reports
/Scripts
/Documentation
README.txt
For enquiries, please contact the Library's Research Data Management Services of the Research Support and Scholarly Communication Section at lbrdms@cityu.edu.hk
File Versioning
To effectively manage file versions, researchers have to ensure that changes are well-documented and easily traceable and that the integrity of their work is maintained throughout the project lifecycle. Below are some useful tips and good practices.
| Tips | Explanations |
| Use Clear Version Numbers | Adopt a systematic and consistent approach to version numbering, such as sequential or semantic versioning. |
| Include Version Information in File Names | Incorporate version numbers and dates into file names for easy identification and chronological sorting. |
| Track Document Changes | Maintain a change log or daily log to document modifications made in each version, providing context and tracking the evolution of the file. |
| Make Use of Version Control Systems | For more complex projects, consider using version control systems (VCS). VCS provides robust tools for tracking changes, collaborating with others, and managing multiple versions of files. |
| Archive Old Versions | Archive older versions of files in a dedicated folder to keep the workspace uncluttered while preserving the history of changes. |
Some good practices:
For enquiries, please contact the Library's Research Data Management Services of the Research Support and Scholarly Communication Section at lbrdms@cityu.edu.hk
