Collect and Store

Collection

Now that your planning is complete, it's time to begin collecting your data. The tools you use to collect your data will differ depending on your project - for example you may use Qualtrics, an MRI machine, or a recording device.

Research is not only about the data itself but also how it is collected. Documenting your data collection process is essential for reproducible research. Be diligent in recording the steps taken during data collection.

This can include but is not limited to documenting:

• machine settings (e.g., calibration, parameters),
• specific hardware used (e.g., device model, serial number),
• methodology followed (e.g., procedures, protocols),
• decisions made during data collection (e.g., protocol changes),
• software packages and versions used,
• anything that is relevant to understand how data was collected.

Storage

Where you store your data during the research process will be determined by the characteristics of your project and the data you will collect. The project's needs and data sensitivity play a large role in selecting the most suitable storage location. In a later chapter, we will explore the topic of secure and suitable data storage.

File management

Once you begin storing research data, organisation is key. Before you start organising files and documents, you should consider how best to arrange your files. This is a small task but makes all the difference when keeping on top of organisation and file management.

Folder structure concerns how you organise your files throughout your project. You should ensure that that your folder structure is:

• Consistent (same pattern across the entire project)
• Findable (clear and understandable naming and hierarchy)
• Usable (others and yourself should be able to navigate easily)
• Logical (it should make sense why files are grouped under specific folders)

File naming conventions refers to what you name your files. We want to avoid convoluted or poorly labeled files and folders. Therefore having consistent and logical names is essential. There are many standard conventions you can follow, see the UK data service for further details.

Best practices:

• Create meaningful but brief names;
• Use file names to classify types of files;
• Avoid using spaces, dots and special characters (& or ? or !);
• Use hyphens (-) or underscores (_) to separate elements in a file name;
• Avoid very long file names;
• Reserve the 3-letter file extension for application-specific codes of file format (e.g. .doc, .xls, .mov, .tif);
• Include versioning of file names where appropriate.