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Do You Still Have Your Data?
• What if your hard drive crashes?• What if you are accused of fraud?• What if your collaborator abruptly quits?• What if the building burns down?• What if you need to use your old data?• What if your backup fails?• What if your computer gets stolen?• What if…
Data Management 101
25 September 2015Kristin Briney, PhD
Why Data Management?
• Don’t lose data
Why Data Management?
• Don’t lose data• Find data more easily– Especially if you need older data
Why Data Management?
• Don’t lose data• Find data more easily– Especially if you need older data
• Easier to analyze organized, documented data
Why Data Management?
• Don’t lose data• Find data more easily– Especially if you need older data
• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct
Why Data Management?
• Don’t lose data• Find data more easily– Especially if you need older data
• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct• Get credit for your data
Why Data Management?
• Don’t lose data• Find data more easily– Especially if you need older data
• Easier to analyze organized, documented data• Avoid accusations of fraud & misconduct• Get credit for your data• Don’t drown in irrelevant data
Data Management Basics
• Introduction to a few topics in data management– Storage and backups– Documentation– File organization and naming– Future file usability
For each minute of planning at beginning of a project, you will save 10 minutes of headache later
grover_net, http://www.flickr.com/photos/9246159@N06/599820538/ (CC BY-ND)
STORAGE AND BACKUPS
http://www.theonion.com/article/heroic-computer-dies-to-save-world-from-masters-th-1963
Follow the 3-2-1 Rule
3 copies of your data
In 2 different locations
On more than 1 type of storage hardware
321
Storage
• How?– Computer– External hard drive– Shared drives/servers– Tape backup– Cloud storage*– CDs/DVDs– USB flash drive
Erica Wheelan, https://www.flickr.com/photos/reinventedwheel/5985479866 (CC BY)
*Cloud Storage
• Read the Terms of Service!• Eg. Google Drive
– “When you upload or otherwise submit content to our Services, you give Google (and those we work with) a worldwide license to use, host, store, reproduce, modify, create derivative works (such as those resulting from translations, adaptations or other changes we make so that your content works better with our Services), communicate, publish, publicly perform, publicly display and distribute such content. The rights you grant in this license are for the limited purpose of operating, promoting, and improving our Services, and to develop new ones”
Backups
• How?– Any backup is better than none– Automatic backup is better than manual– Your work is only as safe as your backup plan
Backups
• How?– Check your backups• Backups only as good as ability to recover data• Test your backups periodically
– Preferably a fixed schedule– 1 or 2 times a year may be enough– Bigger/more complex backups should be checked more often
• Test your backup whenever you change things
Example
• I keep my data– On my computer– Backed up manually on shared drive• I set a weekly reminder to do this
– Backed up automatically via SpiderOak cloud storage
DOCUMENTATION
Brady, https://www.flickr.com/photos/freddyfromutah/4424199420 (CC BY)
http://retractionwatch.com/2015/07/23/data-mismatch-and-authors-illness-pluck-finch-study-from-literature/
What would someone unfamiliar with your data need in order to find, evaluate, understand, and reuse them?
Documentation
• Why?– Data without notes are unusable– Because you won’t remember everything– For others who may need to use your files
Documentation
• How?– Take good notes• Capture as much detail as possible• Your coworkers should be able to understand
Documentation
• How?– Keep methods• Protocols• Code• Survey• Codebook• Data dictionary• Anything that lets someone reproduce your results
Documentation
• How?– README.txt• For digital information, address the questions
– “What the heck am I looking at?”– “Where do I find X?”
• Use for project description in main folder• Use to document conventions• Use where ever you need extra clarity
Example
• Project-wide README.txt– Basic project information• Title• Contributors• Grant info• etc.
– Contact information for at least one person– All locations where data live, including backups
FILE ORGANIZATION & NAMING
Dan Zen, http://www.flickr.com/photos/danzen/5551831155/ (CC BY)
https://twitter.com/CMBuddle/status/638800933598679040
https://twitter.com/CMBuddle/status/638802547365556224
https://twitter.com/CMBuddle/status/638808820874133504
File Organization
• Why?– Easier to find and use data– Tell, at a glance, what is done and what you have
yet to do– Can still find and use files in the future
File Organization
• How?– Pick a system• Maybe work out a system with your coworkers
– Get in the habit
File Organization
• How?– Any system is better than none– Make your system logical for your data• 80/20 Rule
– Possibilities• By project• By analysis type• By date• …
Example
• Thesis– By chapter• By file type (draft, figure, table, etc.)
• Data– By researcher• By analysis type
– By date
http://retractionwatch.com/2014/01/07/doing-the-right-thing-authors-retract-brain-paper-with-systematic-human-error-in-coding/
File Naming Conventions
• Why?– Make it easier to find files– Avoid duplicates– Make it easier to wrap up a project because you
know which files belong to it
File Naming Conventions
• How?– Pick what is most important for your name• Date• Site• Analysis• Sample• Short description
File Naming Conventions
• How?– Files should be named consistently– Files names should be descriptive but short (<25
characters)– Use underscores instead of spaces– Avoid these characters: “ / \ : * ? ‘ < > [ ] & $– Use the dating convention: YYYY-MM-DD
– Document your system!
Example
• YYYYMMDD_site_sampleNum– 20140422_PikeLake_03– 20140424_EastLake_12
• Analysis-sample-concentration– UVVis-stilbene-10mM– IR-benzene-pure
DATA SECURITY
https://www.flickr.com/photos/bilal-kamoon/6958578902/ (CC BY)
https://chronicle.com/article/UNC-Chapel-Hill-Researcher/124821/
Know Your Data Security Plan
• HIPAA, FERPA, FISMA, IRB, etc.
• If you have sensitive data, know the plan– Who has access?– What are the procedures?– Who’s responsible?
• Ask for help!
FUTURE FILE USABILITY
Ian, http://www.flickr.com/photos/ian-s/2152798588/ (CC BY-NC-ND)
http://retractionwatch.com/2013/07/19/jci-paper-retracted-for-duplicated-panels-after-authors-cant-provide-original-data/
Data Retention
• 3 years required by government• Better to do 5-10 years
lukasbenc, https://www.flickr.com/photos/lukasbenc/3493808772 (CC BY-NC-SA)
Future File Usability
• What?– Can you read your files from 10 years ago?– Data needs to be• Accessible• Interpretable• Readable
Future File Usability:Interpretable
• How?– Back up written notes• People always forget this one• Difficult to interpret data without notes• Options
– Digitally scan (recommended with digital data)– Photocopies
Future File Usability:Readable
• How?– Convert file formats• Can you open digital files from 10 years ago?• Use open, non-proprietary formats that are in wide use
– .docx .txt– .xlsx .csv– .jpg .tif
• Save a copy in the old format, just in case• Preserve software if no open file format
Future File Usability:Accessible
• How?– Move to new media• Hardware dies and becomes obsolete
– Floppy disks!• Expect average lifetime to be 3-5 years• Keep up with technology
WHERE TO GO FROM HERE
easylocum, https://www.flickr.com/photos/easylocum/2921542814 (CC BY)
Chris Hoving, https://www.flickr.com/photos/pcrucifer/2433274595 (CC BY-ND)
http://www.flickr.com/photos/72775875@N06/7729764370/ (CC BY-NC-SA)
Resources
• Data Services– http://uwm.edu/libraries/dataservices/• http://uwm.edu/libraries/dataservices/#videos
• Data Management Guide– http://guides.library.uwm.edu/data
• Data Services Librarian– [email protected]
Thank You!
• This presentation available under a Creative Commons Attribution (CC-BY) license
• Some content courtesy of Dorothea Salo – http://www.graduateschool.uwm.edu/research/researcher-
central/proposal-development/data-plan/boot-camp/ (CC BY)