Hard disk failures, human error and software malfunctions are the main causes of data loss. Recovery can be slow, expensive and difficult, if not impossible. That’s why you need to organize your data properly, store them safely, and regularly back them up.
Organizing files and versions
Choose standard formats for your data.
Define a file naming convention and a hierarchical folder structure.
Adopt a version control strategy.
choosing standard formats maximizes file compatibility, longevity and long-term accessibility. open formats are likely to stand a better chance of being reused well into the future, reducing risk of a loss of information.
a useful file naming convention is to incorporate descriptive identifiers. include essential elements, keep file names short, avoid using non-alphanumeric characters, use just capital letters or lower-case ones, dateS in “yyyymmdd” format.
numbering file versions is key to recording file changes PROPERLY, especially when working in a group. you can manage file versions manually or using versioning software.
useful LINKs
fILE Formats by UK Data Service
fILE Formats by dans nl
Defining data access arrangements
Define who is allowed to access data during the research project and how access is controlled (e.g. passwords).
sensitive data must be carefully managed.
if data are in electronic format, evaluate whether it is necessary to anonymize, pseudonymize or encrypt them.
if they are in analog format, consider storing them in a secure location with restricted access.
Data preservation and backup
Use the 3-2-1 rule: keep 3 copies of the data on 2 different types of media, with at least 1 copy stored offsite.
BACKUP is Fundamental in order to avoid data loss during collection and analysis. it can be total, INCREMENTAL, DIFFERENtiated.
it can be done on network servers, in the cloud, or locally (e.g. USING hard diskS or usb driveS). you can MAKE USE OF unimore’s digital services to do it safely.
basicly, the personal space on the unimore server is 2tb, but you can request the MANAGERS oF THE university’S computer systems to create a project folder with more space.
useful LINKs
SIRS UNIMORE CONTACTS