Data management best practices

A goal for file naming is to give enough information so that either the creator or a new user can figure out where the information in the file fits into the project.

File names should be:

•     Unique
•     Consistent
•     Easy to skim or scan
•     Designed to help groupings of files fall into a useful order

Folders and directory structure are important to consider, too

• They can be simple - just a list - or a complex, multi-level hierarchy, or in between
• Be sure they complement your file naming scheme
• Consider copying a scheme from another realm of your life
• There is software that may assist you

Elements may be included in your file names

•     Date
•     Project name
•     Type of data
•     Conditions
•     Location/spatial coordinates
•     Researcher info
•     Version

•     Use this date format - YYYYMMDD
•     Be brief
•     Abbreviate when it makes sense
•     Use leading zeros - 001, 002
•     No spaces, use underscores or remove the spaces
  •         Zea_mays
  •         Zea-mays
  •         Zeamays
  •         ZeaMays
•     Avoid special characters
•     Consider how the files will sort
•     Think about others who will be using the files

If you are renaming older files, you have options:

•     Do it manually
•     Use software to assist
  •         Bulk Rename Utility (Windows, free)
  •         Renamer 6 (Mac)