•
•
•
•
•
•
•
•

What if your hard drive crashes?
What if you are accused of fraud?
What if your collaborator abruptly qui...
Why Data Management?
• Don’t lose data
• Find data more easily
– Especially if you need older data

•
•
•
•

Easier to ana...
For each minute of planning at
beginning of a project, you will save
10 minutes of headache later
What Are Data?

http://www.flickr.com/photos/dia-a-dia/7046151669/ (CC BY-NC-SA)
What Are Data?
• “Research data is defined as the recorded
factual material commonly accepted in the
scientific community ...
What Are Data?
• Observational
– Sensor data, telemetry, survey data, sample
data, images

• Experimental
– Gene sequences...
A Crash Course in

PRACTICAL DATA MANAGEMENT
Storage and Backups

http://www.flickr.com/photos/9246159@N06/599820538/ (CC BY-ND)
Storage and Backups
• Library motto: Lots of Copies Keeps Stuff Safe!
• Rule of 3: 2 onsite, 1 offsite
• Any backup is bet...
Example
• I keep my data
– On my computer
– Backed up manually on shared drive
• I set a weekly reminder to do this

– Bac...
Consistency

http://www.flickr.com/photos/mactucket/361798299/ (CC-BY-ND)
Consistency
• Consistent file naming
– Make it easier to find files
– Avoid many duplicates
– Make it easier to wrap up a ...
Examples
•
•
•
•

DataManagement_v6.pptx
20090923_spctrm_trans_03.csv
SLAposter_FINAL.ai
BlogPost-2011-11-12.docx

• Find ...
Consistency
• Consistent documentation
– Record all necessary information
– Keep information in one place
– Easier to sear...
Example
• For my experiment, I need to collect:
– Date
– Experiment
– Scan number
– Powers
– Wavelengths
– Concentration (...
Recording Your Conventions

http://www.flickr.com/photos/jjpacres/3293117576/ (CC BY-NC-ND)
Recording Your Conventions
• What if someone needs to find your data?
• Eventually will hand off data to your PI
• Record ...
Examples
• Print out near computer/experiment area
– Document conventions

• In front of research/lab notebook
– Page 1: P...
Planning for the Future

http://www.flickr.com/photos/bonedaddy/2791636546/ (CC BY-SA)
Planning for the Future
• Get help for sensitive data!
– HIPAA, FERPA, FISMA, IRB, etc.

• UWM Information Security Office...
Planning for the Future
• We can’t open files from 10 years ago
• Proprietary file types
– Convert to open file format
• ....
Goal: Don’t Stress Over Data

http://www.flickr.com/photos/72775875@N06/7729764370/ (CC BY-NC-SA)
More Information
• Data Services
– www.uwm.edu/libraries/dataservices/

• Data Management Plans
– dataplan.uwm.edu

• Kris...
Thank You
• The content of this presentation is licensed
under a Creative Commons Attribution 3.0
Unported License (CC BY)...
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Data Management Crash Course

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This presentation is a crash course on practical data management. It is actually a portion of this talk (http://www.slideshare.net/kbriney/responsible-conduct-of-research-data-management) on data management and management plans, but I think the slides are useful enough to stand on their own.

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Data Management Crash Course

  1. 1. • • • • • • • • 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… Do You Still Have Your Data?
  2. 2. 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
  3. 3. For each minute of planning at beginning of a project, you will save 10 minutes of headache later
  4. 4. What Are Data? http://www.flickr.com/photos/dia-a-dia/7046151669/ (CC BY-NC-SA)
  5. 5. What Are Data? • “Research data is defined as the recorded factual material commonly accepted in the scientific community as necessary to validate research findings” – OMB Circular A-110 http://www.whitehouse.gov/omb/circulars_a110
  6. 6. What Are Data? • Observational – Sensor data, telemetry, survey data, sample data, images • Experimental – Gene sequences, chromatograms, toroid magnetic field data • Simulation – Climate models, economic models • Derived or compiled – Text and data mining, compiled database, 3D models, data gathered from public documents
  7. 7. A Crash Course in PRACTICAL DATA MANAGEMENT
  8. 8. Storage and Backups http://www.flickr.com/photos/9246159@N06/599820538/ (CC BY-ND)
  9. 9. Storage and Backups • Library motto: Lots of Copies Keeps Stuff Safe! • Rule of 3: 2 onsite, 1 offsite • Any backup is better than none • Automatic backup is better than manual • Your research is only as safe as your backup plan – Periodically test restore from backup!
  10. 10. 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 • A note on cloud storage…
  11. 11. Consistency http://www.flickr.com/photos/mactucket/361798299/ (CC-BY-ND)
  12. 12. Consistency • Consistent file naming – Make it easier to find files – Avoid many duplicates – Make it easier to wrap up a project • Names descriptive but short (<25 characters) • Avoid “ / : * ? ‘ < > [ ] & $ and spaces • Date convention: YYYY-MM-DD
  13. 13. Examples • • • • DataManagement_v6.pptx 20090923_spctrm_trans_03.csv SLAposter_FINAL.ai BlogPost-2011-11-12.docx • Find a system that works for you
  14. 14. Consistency • Consistent documentation – Record all necessary information – Keep information in one place – Easier to search and use later • Take 5 minutes before starting a project • Create a list of information to record – Don’t forget to record the units!
  15. 15. Example • For my experiment, I need to collect: – Date – Experiment – Scan number – Powers – Wavelengths – Concentration (or sample weight) – Calibration factors, like timing and beam size
  16. 16. Recording Your Conventions http://www.flickr.com/photos/jjpacres/3293117576/ (CC BY-NC-ND)
  17. 17. Recording Your Conventions • What if someone needs to find your data? • Eventually will hand off data to your PI • Record your naming conventions • Record your documentation schemes • Record overall project information – Contact info, grant #, project summary, etc.
  18. 18. Examples • Print out near computer/experiment area – Document conventions • In front of research/lab notebook – Page 1: Project information – Page 2: Conventions and abbreviations – Page 3-X: Index of experiments • README.txt in data folder – Top-level folder: project information – Lower-level folder: what’s in this folder?
  19. 19. Planning for the Future http://www.flickr.com/photos/bonedaddy/2791636546/ (CC BY-SA)
  20. 20. Planning for the Future • Get help for sensitive data! – HIPAA, FERPA, FISMA, IRB, etc. • UWM Information Security Office – Visit: www.uwm.edu/itsecurity/ • Policy pages – www.uwm.edu/legal/hipaa/index.cfm – www.uwm.edu/academics/ferpa.cfm
  21. 21. Planning for the Future • We can’t open files from 10 years ago • Proprietary file types – Convert to open file format • .doc  .txt • .xls  .csv • .jpg  .tif – Preserve software if no open file format • Periodically move data to new media
  22. 22. Goal: Don’t Stress Over Data http://www.flickr.com/photos/72775875@N06/7729764370/ (CC BY-NC-SA)
  23. 23. More Information • Data Services – www.uwm.edu/libraries/dataservices/ • Data Management Plans – dataplan.uwm.edu • Kristin Briney, Data Services Librarian – Contact me!
  24. 24. Thank You • The content of this presentation is licensed under a Creative Commons Attribution 3.0 Unported License (CC BY) – Image licenses as marked

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