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Store your Data : Home

Data Storage

A common best practice for backing up and storing your data is the 3-2-1 Rule which says you should keep

  3 copies of your data on      

   2 types of storage media and

   1 copy should be offsite

Storage Options

  • Desktop computers/ laptops: While working on your data, you'll likely be using and saving files here. Make sure to save often and keep a master copy in another location.
  • Networked Drives : TBD
  • External Hard Drives : Convenient places to keep a backup copy. If you are working with sensitive data, you can get an encrypted external hard drive for added security.
  • Cloud Storage: Storing your data in the cloud (Microsoft Onedrive, Google Drive, etc) is convenient for saving data 'offsite' and syncing your files. Most cloud storage is owned by private companies so be aware that your data may not be private and the company could change access/ go out business, etc. At CBU we have access to Microsoft OneDrive.
  • Flash Drives: Although these are convenient, they are not recommended for one of your 3 copies of data. These are easily lost, broken and degrade over time.

 

Organize your files

File naming and folder hierarchy

Keeping track of research data and documentation is critical. Strategies include:

  • Spend time planning out both folder hierarchy and file naming conventions in the beginning of a project. Consider how you or others will look for and access files at a later date. Do you think about them by type, location, study or something else?
  • Establish a folder hierarchy that aligns with the project. Example: [Project] / [Experiment] / [Instrument or Type of file]
  • Consider all aspects of the project and develop a file naming scheme that includes important metadata. Example: [Date]_[Run]_[SampleType]
  • Use date format ISO 8601: YYYYMMDD 
  • Provide a method for easy adoption. Consider a shared dropbox with the folder hierarchy in place and a readme file in onboarding documentation for new contributors.
  • Check for established file naming conventions.

File Types

File types should be common, standard types below.  If you are working with specialized software that forces you to use a proprietary or non standard file formats, you can consider converting file types upon completion of your project.

Standard File types

  • Quantitative Data
    • with minimal metadata : comma separated values file (.csv) ; tab-delimited file (.tab).
    • with extensive metadata : SPSS portable format (.por) ; eXtensible Mark-up Language (.xml)
  • Textual Qualitative Data : eXtensible Mark-up Language (.xml); Rich Text Format (.rtf) ; plain text format (.txt) ; PDF/A
    • Also acceptable: PDF; OpenDocument Text Format (.odf) ; HTML

  • Geospatial Data:  geo-referenced TIFF (.tif, .tfw); Geographic Markup Language (.gml or .xml)
    • Also acceptable: Keyhole Markup Language (.kml); ESRI Shapefile (.shp, .shx, .dbf); MapInfo (.mif/.mid)

  • Images: TIFF (.tif)
    • Also acceptable: JPEG (.jpg); PNG (.png); PDF/A

  • Video :vMPEG4 (.mp4)
    • Also acceptable: motion JPEG 2000 (.jp2)

  • Audio: Free Lossless Audio Codec (.flac);MPEG audio layer III (.mp3) (for spoken word only audio)
    • Also acceptable: Audio Interchange Format (.aif); Wave Waveform Audio File Format (.wav); MPEF audio layer III (.mp3)

  • Spectra: JCAMP

  • Computer Aided Design (CAD):  Extensible 3D (.x3D, .x3dv); AutoCAD DXF (.dxf)

    • Also acceptable:  PDF/E; Universal 3D (.u3d); Product Representation Compact (.prc); AutoCAD (.dwg, .dxf)