Often, research groups seek assistance in developing a folder structure for their central data repository as one of their first actions. Since developing this structure is associated with some challenges, we recommend a systematic approach1. First, the group should discuss the following aspects:

1. Purpose – “Why do we want a central data storage solution?”

Asking yourself why data should be filed helps to build a shared motivation. You will define the goals or reasons for the common data storage. These goals may vary, but often a discussion reveals that a central data repository makes sense to most of the group members.

2. Data scope – “What do we actually want to store at a central location?”

For raw data, results data and publications, agreement is usually quickly reached. But what about temporary data (e.g. intermediate steps in simulations, unfinished source code) or administrative data and dissertations? Once you have agreed on the scope of data, you will get an overview of the data to be managed, which often already makes things more evident.

3. Data understanding – “What else is part of to the data?”

Once the scope of data to be managed has been determined, the next question is: What else is part to the individual data so that others can understand it (documentation), or what else needs to be filed with the data so that its context becomes apparent (literature, metadata)?

4. Timing – “When do we want to store/save the data?”

Depending on individual research habits, field-specific conventions and technical circumstances, the need for how much data should be centrally available at a given point in time varies greatly. Talking as a group about the right time will provide you with more clarity.

5. Individuality – “How much leeway do team members get?”

Discussing within the group will provide insight as to what individuals are expected to do, and individuals can speak up to express their concerns or suggestions. This way, you will be able to find common solutions early on in the conversation.

Are you in the process of developing a folder structure for your group and looking for a systematic way to get started? Do you have any questions about the procedure shown here?

We will be delighted to assist you. Please contact us at Service Center Research Data by email or book an appointment.