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Alaska Region Interim Data Management User Guide
  • Alaska Region Interim Data Management User Guide
  • Background
    • Why Data Managment?
    • The Big Picture: Integrating Data Management with Project Management
    • Definition of Project and Product (aka Data Resources)
  • Four Fundamental Activities of Data Management
    • Establish Roles and Responsibilities
    • Quality Management
    • Security and Preservation
    • Documentation
  • Alaska Data Management 101
    • Workflow
    • File Organization and Best Practices
      • Best Practices in Naming Conventions
      • Best Practices for Version Control
      • Changelog Best Practices
    • Alaska Regional Data Repository
    • Data Management Policy
  • Plan
    • Why Data Planning?
    • Data Management Plan Templates
      • Data Standards in brief
    • Project & Data Management Integration
    • Considerations for Projects with External Partners
  • ACQUIRE
    • Common Data Types
      • Open Formats
      • Best Practices in Tabular Data
      • Best Practices in Databases
      • Best Practices in Geospatial Data
      • Best Practices with Collections of Similar Types of Data
      • Best Practices with Source Data
    • Quality Management Procedures
      • Incorporating Data Standards
      • Using Unique Identifiers
  • MAINTAIN
    • Update Metadata
  • Access & Share
    • Open Data Requirements
      • Obtaining a Digital Object Identifier (DOI)
      • Obtaining a URL
      • Sharing without a URL
  • Long-term Storage Options
    • Using the Regional Data Repository
    • Public Accessible Repositories
  • Records Schedule & Disposition
  • Data Management Actions Quick Guide
  • Glossary
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  1. Alaska Data Management 101

File Organization and Best Practices

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Last updated 1 year ago

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There is a distinction between working folders and archive folders; development of the latter is the focus of this document. Working folders often exist on an individual’s computer hard drive and are used to collect, organize, and analyze products during the course of the project. In contrast, we use archive folders to store products that need to be retained over time. The products in the archive folders are the subject of metadata records to ensure that they are discoverable.

Consistent archive folder organization across projects and programs allows the file creator, collaborators, supervisors, and our future colleagues to find relevant documents associated with a project quickly and understand how documents relate to one another. A tree structure describing the recommended file structure is described in the .

When needing to initiate a new project archive folder, contact your Data Stewardship Team (DST) member. They will set up the folder structure in the Regional Data Repository and give you the address to access the incoming folder (see section). Folder names use a short acronym for your program, followed by a three-digit number, followed by the short title of the project (e.g., FESFRP_001_BarrowEider where FES FRP stands for FES Fairbanks Recovery Program). The Security and Preservation section of this guide discusses access to this record.

Security and Preservation
Organization of the Regional Data Repository section