Managing Digital Files

File folder. Graphic mashup using Canva.

Managing your digital documents in an organized and effective way is key to successful research projects. Although the digital is embedded into our daily lives it is still fragile and data can easily be lost or become unusable over time if not properly safeguarded and managed.

File Formats & Naming Conventions

Being aware of your file formats is key to successfully using and storing your data. Some software programs will only accept certain file types, so ensuring you have the correct one is crucial. You can see what format your digital document is saved in by looking at the file extension; this will be three or four letters after a full stop, for example Adobe PDF files use the extension .pdf. WikiHow demonstrates ways to change file formats. 

  • JPG, TIFF & PNG: these are the formats you’re most likely to save your digitised images in. 

  • TXT: your extracted text will be saved as a TXT (text file) which is a cross-platform format. Avoid saving in propriety formats such as DOC that use Microsoft’s own propriety file format and contain non-machine-readable elements like bold and italic features for text which will not be supported in future and therefore inaccessible. 

  • CSV & TSV: (comma-separated values) and TSV (tab-separated values) are also cross-platform formats which are machine-readable and can be opened in many different software types, thus offering a robust solution for future use. 

Applying naming conventions to your files standardizes them and makes finding your electronic records easier. 

Storage

The formats you store your digital files in make up part of your storage consideration, but where you choose to save these files is also important. Storage options can be divided as follows: local or cloud storage.  

  • Local storage uses devices such as hard drives (built into your computer or external) or USB flash drives. Local storage offers quick access to your files which you have complete control over, however if your storage device is damaged or becomes corrupted you can easily lose all your data. 

  • Cloud storage is managed and stored using remote servers. Cloud storage is a secure and protected way of storing your files as most run via remote servers which have built-in security features. 

Storing your files in both local and cloud storage gives you back-up versions in case of issues, applying the Stanford University digital preservation principle of LOCKSS: Lots of Copies Keeps Stuff Safe. 

The University of Edinburgh recommends the use of Microsoft OneDrive that is available to all staff, students and visitors at the University who have Office 365 accounts. Further file storage for University of Edinburgh staff and research post-graduates is available with DataSync. Check with your home institution which is their recommended file storage system that they can provide access to. Other popularly used cloud storage and file sharing platforms are Dropbox and Google Drive. 

Metadata

Metadata is essentially data about data, which can be used to document information about files. Providing metadata for your digitised and digital documents is beneficial as it keeps necessary information about your files in a clear and organized way, making finding relevant information easy and offering context and increased usability for others using the files in future. The Text Analysis Pathway explains metadata types and the importance of documenting your files. 

The metadata for your digital resources can be presented in many ways, including free text or structured content. There are several metadata standards used by libraries and archives such as Dublin Core, with guidance for useful informational elements to include: Creator, Contributor, Publisher, Title, Date, Language, Format, Subject, Description, Identifier, Relation, Source, Type, Coverage, and Rights.

There is currently no upcoming CDCS training scheduled on this topic. Please check again later or look at the other resources.

Go Back to the Managing Digitised Documents Pathway