Data Management Plan (DMP) Guide

Step 2. Data organization

Various methods can be used to keep data organized. Some of these are simple things we do every day such as saving a new version of a draft using "Save As..." instead of "Save" while others require commitment and planning to implement. File management systems are a trade-off: while they take time to set up, they will save you time later by reducing errors.

While data organization and quality control methods are very important, they should not take up a significant portion of your federal DMP. As with all sections of the Federal DMP you will need to summarize.

Writing prompts

Will you be using version control?

Version control, also known as "file versioning", is when you save an updated file as a new file instead of overwriting the old file. This lets you "revert" back to an earlier version if needed. While this process can be done by hand it is much easier (and safer) to have a machine assist you.

Will you use standards to keep data organized?

Standards are similar to protocols - they establish a level of quality by proscribing a set of requirements. For data management, standards usually address how data should be collected, measured, recorded, or formatted. There are three general categories of standards that you should consider when working with data:

• Local standards are standards established by an individual, project, lab, department, discipline, or university and are locally enforced.
  • Rules about how files are organized and named are a typical example of a local standard.
• Disciplinary standards are standards established by researcher practitioners and professional societies in a field of research.
• International standards are created by international organizations and are usually more formal than disciplinary standards.
  • Using the metric system instead of the imperial system in scientific results is an example of an international standard.

Using standards can save time and reduce common errors.  You should include information on standards that  you will use in a DMP as using data standards will strengthen the data's value.

If you do not already have local standards for simple things (like file naming or lab notebooks) you may want to take the time to create some even if you do not mention them in your DMP. Taking the time to create and document standards should save time by reducing mistakes and misunderstandings. If you are working with a team in multiple locations you should try to use the same standards as much as possible.

Tips

• Avoid using special characters, including periods, in file and folder names as many programs and operating systems will have trouble opening these files.
• The ISU Library has a Standards collection, and some of them are accessible online. If you need help locating a standard please contact a librarian through Ask Us!