Data Storage for Research Activities: File and Folder Management

Version Control

1. Numbering: use leading zeros when numbering: 001, 002... 099. Use ordinal numbers for major changes (v1, v2, v3), and decimals for minor changes (v1.1, v1.2).
2. Dates: suggested format: YYYYMMDD
3. Naming: utilize the same suggestions as above for folders.

Remember the 3-2-1 rule for back ups:

3 copies of you data on

2 different types of media, with

1 copy stored in the cloud (or offsite)

Additional Guidance:

1. MIT File Organization Guide
2. UNH File and Folder Organization
3. FASEB Folder Structure
4. Harvard Directory Structure Guide

File Naming Tips

1. Be descriptive, not generic: file names should reflect the contents of a file and enough information to uniquely identify the data file without getting way too long. Avoid generic file names that may conflict when moved from one location to another.
2. Use appropriate length: file names should be long enough to be descriptive, but not so long that it become absurd 
3. Be consistent: whatever you do, do it consistently. If you are working as a group, document your file naming practices ahead of time in a shared document. Ensure the rules are followed systematically. Document the system you implement. Don’t rely on file names as your sole source of documentation.
4. Think critically about you file names: think critically about what can be added and what can be omitted in your file names. If you are the only person on a project, you probably don’t need your name. However, if you are submitting a paper for a class, the first thing should be your name, not the assignment.

Additional Best Practices

Here are some file naming best practices that will make sure your file will open in any environment, in any browser and with any operating system from as many eras as possible.​

• Files should include only letters, numbers, and underscores/dashes.​

• No special characters: Special characters can have special meaning in certain programming languages and operating systems and can be misinterpreted in file names.​

• Example: $ = beginning of a variable names in php. A backslash designates file path locations in the Windows operating system​

• No spaces; Use dashes, underscores, or camel case (like-this or likeThis)​

• Avoid case dependency. Assume this, THIS and tHiS are the same.​

• Have a strategy for version control.​

• Don’t overwrite file extensions