USGS Data Lifecycle Diagram

Organize Files and Data

Best Practices

• Document your organizational structure and if it makes sense, use it as a basis for organizing your files; otherwise, use a logical naming convention for files and folders.
• Example:
• Proposals > 2011
• Proposals > 2012
• Use consistent file names and formats within a project.
• If using abbreviations in file or folder names, ensure that others are using the same abbreviations.
• Consider including a "readme" file along with the dataset that spells out any abbreviations or acronyms.
• Make sure that names are unambiguous and describe the contents satisfactorily.
• If including dates in the filenames, use a consistent format, such as YYYYDDMM.
• Consider using underscores "_" or dashes "-" instead of spaces in file names, as not all computer systems accept spaces.
• Use consistent names from project to project.
• Example: if a folder is named "photos" in one directory, don't use "images" elsewhere for a file of photographs.
• Use version control.
• Example: "red_moth_analysis_v1.doc" or "red_moth_analysis_FINAL.doc"
• Use a consistent naming convention for long-term data preservation. [see Preserve > Archiving and Preserve > Disposition]
• Organize based on the next step or status (e.g., Draft, Disposition).
• When backing up your data, use an automated backup software which will mirror and preserve file structures. [see Back Up & Secure]
• Use colors to group folders together visually.

What the U. S. Geological Survey Manual Says:

The USGS Manual Handbook for Managing Records, 432-1-H, October 1990 covers both physical and electronic files:

"This Survey Manual Handbook (432-l-H) supplements the USGS Files Management Program objectives set forth in SM 432.l (Records Management Program) and SM 431.9 (Micrographics) Specifically, it prescribes standards and procedures to ensure that adequate and proper records are made and preserved to fully document the organization, functions, policies, decisions, procedures and essential transactions of the U.S. Geological Survey; and to furnish the information necessary to protect the legal and financial rights of the USGS and persons directly affected by its activities."

The USGS Manual Geology Discipline Research Records Schedule 432-1-S5 discusses the creation of a filing system and filing plan. While directed at retiring employees, it is applicable to everyone:

"Retiring Employees: If you haven't established a filing system and file plan, now is the time to do it. Ask a records management specialist for help. The file plan will follow your permanent records to records centers and archives, to ensure that your scientific legacy is not lost."

Recommended Reading

• TechRepublic.com. Five tips for avoiding data entry errors in Excel. Accessed October 30, 2012.

References

• Inter-university Consortium for Political and Social Research (ICPSR). Guide to Social Science Data Preparation and Archiving. [PDF] Accessed October 30, 2012.
• University of Wisconsin-Madison Research Data Services. File Naming and Versioning. Accessed October 30, 2012.
• TechRepublic.com. Five tips for avoiding data entry errors in Excel. Accessed October 30, 2012.
• UK Data Archive. Create & Manage Data, Formatting Your Data. Accessed October 30, 2012.