The process of organizing data management involves keeping research materials and documents in a structure that allows them to be located and comprehended. This includes arranging and labeling the files in a way that makes them easy to find while ensuring that all materials and files that are closely related are linked in a meaningful manner, and ensuring that descriptions and metadata are clearly linked to and are associated with the files.
Whether the files are being stored in a hierarchy of folders or as individual files, it is important to consider how they will be arranged and labeled. Choosing a consistent file naming system can ensure that all information and materials can be easily identified at a later date and it is worth noting that different disciplines have their own recommendations for this. A short text or README file that is added to the folder might help.
It is crucial to plan out the folder hierarchy and the naming conventions prior beginning any project. These practices should be documented and shared with colleagues and can be included as part of the on-boarding documents for new members of a research team.
A good data governance system will save a company money by enhancing transparency and reducing waste. Data mistakes can be costly for companies. It is estimated that inaccurate or incomplete data costs US companies between 15 and 25 percent of their annual revenue. Adopting dependable software that assists in the creation of catalogs, archiving, and the management of data can help reduce these issues.
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