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Documenting Your Data
Kristin Briney, PhD
Data Services Librarian
victoriabernal, https://www.flickr.com/photos/victoriabernal/6294851265 (CC BY-NC-SA)
justgrimes, https://www.flickr.com/photos/notbrucelee/8016192302 (CC BY-SA)
DOCUMENTATION
Brady, https://www.flickr.com/photos/freddyfromutah/4424199420 (CC BY)
Documentation
• Why?
– Data without notes are unusable
– Because you won’t remember everything
– For others who may need to use your files
Documentation
• When?
– Always
– Documentation needs will vary between files
What would someone unfamiliar
with your data need in order to find,
evaluate, understand, and reuse
them?
Documentation
• How?
– Take good notes
• Concise and legible
• Record more, not less
• Understandable to someone “skilled in the art”
Documentation
• How?
– Methods
• Protocols
• Code
• Survey
• Codebook
• Data dictionary
• Anything that lets someone reproduce your results
Documentation
• How?
– Templates
• Add structure to notes
• Decide on a list of information before you collect data
– Make sure you record all necessary details
– Takes a few minutes upfront, easy to use later
• Print and post in prominent place or use as worksheet
Example
• I need to collect:
– Date
– Experiment
– Scan number
– Powers
– Wavelengths
– Concentration (or sample weight)
– Calibration factors, like timing and beam size
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
Example
“Talk_v1: rough outline of talk
Talk_v2: draft of talk
Talk_v3: updated 2014-01-15 after feedback”
“ ‘Data’ folder contains all raw data files by date
‘Analysis’ has analyzed data and plots
‘Paper’ has drafts of article on this work”
Documentation
• How?
– Metadata schemas
• http://www.dcc.ac.uk/resources/metadata-standards
– Highly structured documentation
• If you have a lot of documentation to search and mine
• If you need to share your data
Example
• Contributor
– Jane Collaborator
• Creator
– Kristin Briney
• Date
– 2013 Apr 15
• Description
– A microscopy image of
cancerous breast tissues
under 20x zoom. This image is
my control, so it has only the
standard staining describe on
2013 Feb 2 in my notebook.
• Format
– JPEG
• Identifier
– IMG00057.jpg
• Relation
– Same sample as images
IMG00056.jpg and
IMG00055.jpg
• Subject
– Breast cancer
• Title
– Cancerous breast tissue
control
WHAT TO DO FROM HERE
Chris Hoving, https://www.flickr.com/photos/pcrucifer/2433274595 (CC BY-ND)
Data Services
• uwm.edu/libraries/dataservices
• Data Services Librarian
– Kristin Briney
Thank You!
• This presentation available under a Creative
Commons Attribution (CC-BY) license

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