The development of the folder structure is followed by the pilot phase, in which experience is gathered and feedback is discussed in a group. No folder structure will work perfectly in this phase. You should expect inconsistencies and situations where the established system no longer works. This is a normal occurrence and by no means a criticism of the quality of the folder structure to date.

Before starting to revise the folder structure, it is a good idea to relax the specifications somewhat by creating a “special folder.” In practice, three prototype “special folders” have been established for this purpose:

Transfer folder

In a transfer folder, data is temporarily stored with the intention of being moved at a later time or by another person. For example:

• Data exchange with external partners, whereby these only have access to the transfer folder
• The “correct” storage location of a file is unknown and must be determined in the group
• The data must be curated before it can be moved

Data is deleted from the transfer folder at regular intervals.

Working folder

A working folder is used to temporarily store data that is actively being worked on by several people at the same time. For example:

• Joint work on a publication
• Joint work on a project proposal
• Joint work on a thesis

In this folder, work can be compiled without initially having to worry about data management. Once the work has been completed, the relevant data is added to the folder structure.

Archive folder

An archive folder is used to permanently store data that is no longer needed in day-to-day business but whose significance is unclear or has been permanently changed. For example:

• Old data inventories, which existed before the folder structure was revised
• Old data inventories, which existed before a change of management or technical system
• Data that accumulates during a clean-up process and can’t be deleted

The intention of this folder is usually to keep the “main” folder structure simple and organized. Not every piece of data will find a place in the new folder structure, but it also cannot be deleted. The decision as to what data will be deleted will be postponed to a later date.

Are you satisfied with your folder structure but still see potential for optimization?

We would be happy to talk to you. Contact us by e-mail via the Service Center Research Data, book an appointment, visit our weekly consultation hours or take advantage of our training opportunities.