UTS Library

Manage and Store Data

Manage Data

Managing your data throughout the research process is vital to maintaining the quality of your data. This involves careful thought about file wrangling at the beginning of a research project can save a lot of time, money and heartache later in a project.

Filing system

Filing systems can be done hierarchically (Items are organised in folders and sub-folders) or tag based (each item assigned one or more tags). Way to organise could be by project name, year, topics and sub-topics. The key is to establish a system that works for you and is scalable.

File Naming Convention

Adopting a framework for naming files, and using this systematically in a way that is consistent, logically and in a predictable way will make it easier to distinguish files. Some things to consider in naming is the content and context of the data file, where it came from and how it relates to other data files in the same location.
Having an agreed naming convention also makes file-sharing easier when working on projects.

File formats

File formats govern the ability to use and reuse data in the future, with the ongoing accessibility of data an important consideration. It is important consider adopting formats that allow for manage risk of file format obsolescence or degradation of information storage.

Version Control

Versioning will ensure informed and correct use of file and reduce chances of incorrect use/ misinterpretation. In the file/folder names, use ordinal numbers (1,2,3, etc.) for major changes and the decimal for minor changes (e.g v1, v1.1, v2.6). It is a good idea to put old versions in a separate folder.

Store Data

Proper storage of your research data is essential to ensure its safety and security.

UTS has two main types of storage solutions for your research data: CloudStor and OneDrive. Below is a comparison table which shows how they stack up. If you are having trouble deciding what storage options are most suitable to you, you can contact the Library’s Research Data team for advice.

If you think your project has substantial or specialised storage requirements, you can discuss these with the UTS eResearch team


 Cloudstor (AARNet)

Microsoft OneDrive

What is it?

A cloud-based storage and file transfer solution developed by Australia’s Academic and Research Network (AARNet)

Microsoft’s cloud-based storage platform

Use cases

  • File sync, store and share service
  • Uploading instrument data
  • Send large files
  • File sync, store and share service
  • General data storage

Unique features
& add-ins

  • Collections (zipped files + readme)
  • Cloudstor Rocket
  • FileSender – send files up to 2 PB
  • Integrated with UTS systems and Office365
  • Extend with Office365 apps

Total storage

1 TB = 1024 GB

1 TB = 1024 GB (for UTS staff)

Individual file size

2 GB (browser)

15 GB

File formats

No restrictions

No restrictions

Server location



Sensitive data

 ✖ Not recommended for confidential data

 ✔ UTS Sensitive
 ✔ UTS Confidential

Collaboration – within UTS

 ✔  UTS

 ✔ UTS

Collaboration – external to UTS

 ✔ Australian Access Federation

 ✔ Anyone else via email/link
Note: Can request group folder

 ✔ Share via email / link to anyone – viewing / editing access

Full audit trail




Browser: https://cloudstor.aarnet.edu.au

Desktop: Windows, Mac, Linux

Mobile: Android, Apple

Browser: https://www.office.com

Desktop: Windows, Mac

Mobile: Android, Apple

Full audit trail