Folders and Files - Guidance ?· Folders and Files - Guidance 1.0 Folder Structure / Fileplan A fileplan…

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  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    1

    Folders and Files - Guidance 1.0 Folder Structure / Fileplan A fileplan is a hierarchical structure of folders on your computer / shared drive that enables you to organise your files (data and documents) efficiently. The purpose of the file plan is:

    to enable you identify your files (data and documents) consistently, particularly where a number of researchers are working together on a project

    to find and retrieve files quickly

    to help with the retention of files (easily identifying groups of files that need to be kept OR destroyed)

    The design principle of a file plan is based on business functions and activities within those functions. For a research project the function is easily identified, i.e. research. The folders would therefore relate to research/project activities and sub-activities e.g. Project Management (an activity) and Finance (a sub-activity under Project Management relating to its financial management). A simplified file plan for a research project might look like this:

    Dissemination o Presentations o Publications o Publicity

    EthicsGovernance

    InterviewStudy [an e.g. of one of the separate research activities within the project] o Administration o Data o DataAnalysis o Outputs o Tools

    LiteratureReview

    Methodology

    ProjectDevelopment

    ProjectManagement o Administration o Finance o FunderCommunication o Meetings

    AdvisoryPanel Team

    o Personnel o Planning o Reporting

  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    2

    An example of a more detailed fileplan developed during the DATUM in Action project is given below. Design Principles

    Folders relate to research/project activities and sub-activities e.g. ProjectManagement (activity) and Finance (a sub-activity relating to its financial management)

    Folders ProjectDevelopment and ProjectManagement (Level1) relate to the whole of the research project and should contain files which concern cross-project activities/matters. Each work package/project phase has its own (Level 1) folder (e.g. WorkPackage[name])

    Folders have mostly been developed to 3 levels; the exception is the ProjectManagement of specific work packages (WP); more can be added by the team as required.

    Folder names contain no spaces, use upper and lower case to distinguish multiple words. Names are meaningful whilst being as short as possible (e.g. Personnel rather than PersonnelManagement or HR)

    Folder names are reversed where it is helpful for their (alphabetical) ordering (e.g. ResearchLiteratureReview & Research[named activity] not [named activity]Research and LiteratureReviewResearch)

  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    3

    Explanation of Folders and Sub-Folders

    Folder Sub-Folder Sub-Folder Sub-

    Folder

    Content

    Level 1 Level 2 Level 3

    tbd=to be developed if

    required

    Level 4 Files

    ProjectDevelopment Files relating to the bidding

    process e.g. call documents;

    draft and final proposal; costings;

    signed letters of support

    ProjectManagement Files relating to the management

    of the entire project. Normally

    created by the PI and any

    WorkPackage leaders or staff

    with PI delegated responsibilities

    Administration tbd Files relating to e.g. templates;

    passwords; RDM

    Agreements

    (OR sub-folder under

    Administration)

    Agreements with partners re

    data, IPR etc

    Dissemination tbd (e.g. Publicity ≺

    website; individual

    publications & presentations)

    naming convention options

    for individual

    publications/presentations:

    EventNameYYYY

    E.g. internal & external news

    items, publicity, PR etc;

    design/structure of website;

    content for website;

    presentations & publications

    including drafts and final version;

    list of publications with links to

  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    4

    JournalNameYYYY

    PaperTopicNameYYYY

    YYYYEventName

    published e-outputs

    Finance tbd

    naming convention options

    for individual visits/travel:

    ResearcherNameYYYY

    VisitOrganisationYYYY

    VisitPlaceYYYY

    YYYYResearcherName

    YYYYVisitOrganisation

    Files relating to budget control;

    agreed expenditure;

    meeting/conference fees; travel

    requests; expense claims. (Note;

    likely to be convenience copies;

    originals with School/Finance

    Dept/Research Dept)

    FunderCommunication tbd (e.g. Funding;

    correspondence; reporting)

    Files relating to: (1) funding (offer

    letter, conditions, requirements

    etc); (2) correspondence during

    the project; (3) reporting to the

    funder

    Meetings tbd (e.g. Team meetings;

    Advisory Panel meetings)

    Project team meetings; Advisory

    Panel meetings, etc.; e.g.

    agendas; minutes; meeting

    papers/presentations

    Personnel tbd (by role/name) Files relating to

    appointment/secondment of staff;

    staff contact details; roles &

    responsibilities

    Planning Files relating to project level

    planning e.g. project plan &

    timescales; WP aims/objectives;

    overall methodology; monitoring

  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    5

    plans

    Reporting Internal project reports; progress

    reports etc.

    WorkPackage[name/numb

    er]

    Files relating to the specific

    WorkPackage

    Dissemination

    (section under each Work

    Package with shortcuts from

    ProjectManagement>Disseminati

    on OR everything in

    ProjectManagement>Disseminati

    on)

    (As in

    ProjectManagement>Disseminati

    on)

    EthicsGovernance Files relating to internal and

    external approval processes

    use Research sub-folders for

    consent forms for research

    activities

    ProjectManagement

    Administration tbd Files relating to e.g. WP

    document templates; passwords;

    master project information sheet;

    consent form template

    Finance

    (section under each Work

    Package with shortcuts from

    ProjectManagement>Financ

    e OR everything in

    ProjectManagement>Financ

    Files relating to WP level incl.

    budget control; agreed

    expenditure; travel requests;

    expense claims (Note; likely to

    be convenience copies; originals

    with School/Finance Dept/RBS)

  • DATUM in Action - Supporting researchers to plan and manage their research data. http://www.northumbria.ac.uk/datum Folders and files - Guidance

    Copyright holder: Northumbria University School of Computing, Engineering & Information Sciences, 2014 Freely available under a Creative Commons Attribution-NonCommercial-ShareAlike 2.0 UK: England & Wales License

    6

    e)

    Meetings WP level meetings with project

    staff &/or partners e.g. agendas;

    minutes

    Planning Files relating to WP planning e.g.

    WP plan & timescales;

    methodology; research activities

    (to match Research sub-folders);

    Reporting

    (section under each Work

    Package with shortcuts from

    ProjectManagement>Reporti

    ng OR everything in

    ProjectManagement>Reporti

    ng)

    Files relating to internal reports

    by WP Leaders, WP staff

    ResearchLiteratureReview Literature sources and review

    incl. search strategy & log;

    Endnote database; pdf

    documents; draft reviews

    Research[name of activity]

    (e.g. ResearchInterviews)

    Files relating to this research

    activity in the WP

    Administration correspondence with

    participants; participant codes

    and key; signed consent forms (if

    in e-form)

    Data tbd

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