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 a number of storage solutions that can be tailored to your research needs during a project. It’s important to consider the information security classification of your data when choosing a solution. If you need help classifying your data, ask the UTS eResearch team. Usually only three of the four UTS information security classifications relate to research data; Public, Sensitive and Confidential.

The table below describes some key storage platforms and the data classifications they support. For a more comprehensive list including access instructions, please see this information sheet.



 File Sharing and collaboration platform provided by AARnet. 1TB for UTS staff. For UTS sensitive and UTS public data only. Not for long term storage.


 File Sharing and collaboration platform provided by Microsoft. 1TB for UTS staff. For UTS confidential, UTS sensitive and UTS public data. Not for long term storage.


LabArchives (eNotebooks)

For research data and research process documentation. Granular user-managed access controls. For UTS sensitive and UTS public data only.

eResearch Store

Long term network based storage. Access through UTS network or VPN. For UTS confidential, UTS sensitive and UTS public data.

At the end of you project there is just one place to store your research data and have it managed for the mandatory retention period, the eResearch Store. If your project data is under 10GB you can store the data here by creating an “archival data record” in Stash.  If you think your project has substantial or specialised storage requirements, you can discuss these with the library research data team or the UTS eResearch team.

Related Questions

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