During Research
Organizing data is essential to ensure clarity, traceability, and reuse. Good practices in file naming, versioning, and file formats facilitate efficient information management.
- File Naming
Use standardized names that include essential information (date, data type, version).
Ex: 20260129_ProjectA_EnvironmentalData_v1.csv - Versioning
Clearly identify different file versions, allowing tracking of changes over time. This can be done manually, through tables, or using software.
Ex.: v1, v1.1, v2 - File Formats
Adopt open and widely compatible formats to facilitate access, reuse, and preservation of data.
Ex.: .csv, .txt,
Useful informations:
Documenting data involves systematically recording all information necessary to interpret, validate, and reuse the data and software generated during research.
Examples:
- Laboratory Notebooks: Physical or digital, for recording data, notes, and structured observations.
- README Files: Simple texts describing the organization, content, and format of data files.
- Data Dictionaries / Code: Documents detailing variables, data types, units, and possible values.
- Code Comments: Explanatory notes describing the function, logic, and use of scripts or software.
- Supporting Documents: Protocols, questionnaires, forms, or other materials providing additional context for the data.
- Whenever possible, use appropriate metadata standards and controlled terms (e.g., vocabularies, ontologies, and thesauri) to improve clarity and interoperability.
Useful informations:
Data should be stored securely with regular backups to ensure integrity and prevent loss.
- Centralized and Secure Storage: Store data on institutional servers, research platforms, or trusted repositories, avoiding personal devices whenever possible.
- Regular Backups: Create automatic or manual backups in locations separate from the primary storage.
- Versioning and Change Control: Keep track of file versions to ensure traceability.
- Standardized Organization: Maintain the project’s folder structure and file naming conventions.
- Protection and Access: Use passwords, encryption, or access permissions for sensitive data.
Useful informations:
Documenting and managing research data requires adherence to ethical and legal standards, ensuring participant protection, privacy, and responsible data use.
- Personal Data Protection: Apply anonymization or pseudonymization to safeguard sensitive information.
- Informed Consent: Ensure that all participants agree to the collection, processing, and use of their data.
- Licensing and Copyright: Respect intellectual property rights, licenses, and institutional data-sharing policies.
- Legal Compliance: Follow national and international regulations, such as the GDPR.
- Ethical Decision Records: Document ethics committee approvals, consent protocols, and relevant authorizations.
Useful informations: