1. Short-term storage and data documentation Mari Wigham COMMIT/

2. Information Management @ WUR  Organising, sharing, finding and reusing data  Expertise in: ● Modelling data and how people work with it ● Semantic technology – making the data ‘understandable’ for computers so that they can better support the users  Emphasis on applications for use in real life

3. Information Management @ WUR

4. This presentation  What data do we store?  With what technology?  Where do we store it?  Why document your data?  Example: Study on the effects of diet on health  Questions

5. What data are we storing?  Raw data  Final data  Papers but also  Intermediate data  Drafts of papers  Methods  Equipment and materials  Labnotes ...

6. What data are we storing?  Everything you need to be able to do your work  Everything your colleagues need to do their work  Everything required by your funding organisation  Everything necessary to reproduce your work

7. With what technology?  Smartphone/tablet/laptop/PC...  Specialised hardware and software  Dedicated e-labnotebook software or standard software  What do you want to be able to do with it? ● Take notes? ● Access internet? ● Log on to your network? ● Write documents? ● Give presentations? ● Use in the lab? ● Link up with lab systems?

8. Where do we store it? Storage solutions AdvantagesDisadvantagesSuitable for Personal computer /laptop Always available Portable What if it breaks/is stolen? What if you are ill or away? Temporary storage Network drive Managed file servers Regularly backed up and maintained Stored securely Stored centrally Costs May not be accessible from everywhere/by everyone Master copy (if enough space is provided) External storage devices – USB, flash etc. Low cost Portable Easily damaged or lost Insecure Temporary storage Cloud services – Dropbox, Figshare, SkyDrive etc. Automatic sync (some services) Easy access Is it secure? No control over backup procedure Data sharing

9. Sharepoint and OneDrive "tussen droom en daad staan wetten in de weg en praktische bezwaren" “there’s many a slip twixt cup and lip” Proof of Concept – end of April If a green light, available end September

10. Features ApplicationData classificationSocial functionsSearch facilityCostsWork offlineAnyTimeAnyWhereAnyDeviceShare with 3rd partiesUser-friendlySourcing Microsoft Sharepoint 2013 Enterprise info – department, project Up to ConfidentialSocialSearch facilityHigh costsNo sync client linux 7x24 via App, Web, Explorer Internal / External WUR Windows, Mac, iOS, Android Yes, via FederationSelf & simpleOn Premises Microsoft Onedrive business Personal dataUp to Confidential Social integration Search integrationCosts very lowNo sync client linux 7x24 via App, Web, Explorer Internal / External WUR Windows, Mac, iOS, Android Yes, via FederationSelf & simplePublic Cloud Sharepoint 2010 Enterprise info – department, project Up to ConfidentialNo SocialMediocre SearchHigh costsNo sync client 7x24 via App, Web, Explorer Internal / External WUR Windows, Mac, iOS, Android X-AccountComplexOn Premises M: W: drive All types of dataUp to Secret No Social Limited SearchHigh costs Limited sync with M:\drive on laptop 7x24 Via CitrixVia CitrixVia Citrix / WURclientNot possibleNot self/ simpleOn Premises Sharepoint and OneDrive Current Environment

11. Short term storage – what are the issues?  Space  Access ● From where? ● By who?  Versioning  Backups  Finding it again!

12. Short term storage: Basic tips  Space ● Try to estimate how much you will need ● How will you monitor use? ● What do you do if you need more? ● What is your procedure for deletion?  Access ● Think about who will need access and from where ● What is your alternative if there is temporarily no access? ● Does everyone have the same access and edit rights?

13. Short term storage: Basic tips  Versioning ● use a file in one (online) location as the “master”, and do all your modifications and processing on copies of that master ● When you have consolidated your changes and do not want to lose them, replace the master file by the consolidated file ● Indicate versions clearly – especially which is the master! ● Use a naming convention that includes date or number (e.g...._v1,..._v2) ● Keep track of ‘milestone files’

14. Short term storage: Basic tips  Backups ● As soon as possible ● Regularly ● How easily can you get hold of the backup? ● Make sure the backup is as independent as possible from the main storage  Finding ● Use descriptive names (descriptive for others than just yourself!) ● Document your data

15. Why document your data?

16. For yourself  For data processing and analysis  Help in writing reports and papers  Reference for the future ● Will you still understand it in 2 months, 6 months, 2 years..?

17. Include failures and dead ends! “On 19 September 1994, on the verge of giving up, Wiles had a flash of insight that the proof could be saved by returning to his original Horizontal Iwasawa theory approach, which he had abandoned in favour of the Kolyvagin–Flach approach, this time strengthening it with expertise gained in Kolyvagin–Flach's approach”

18. For others  Your research colleagues – the ‘lone genius’ is very rare.  Provenance and traceability ● Patents ● Fraud  Journals are starting to ask for the data behind the paper  Research institutes and funding institutions such as the EU and NWO also increasingly want the data

19. The importance of good documentation “I have discovered a truly marvellous proof of this, which this margin is too narrow to contain”

20. Documentation = paper?

21. Data documentation Structure is essential!

22. The structure comes from you!

23. A hierarchy of different files...

24. ...or everything in one program

25. Example Study to examine the effects of diet on health - Conducted over 3 years by 3 researchers – Peter, Lisa and Anna There are many ways to organise the data. We will look at three: - By researcher - By year - By activity

26. Example It is now the summer holidays in 2014. Peter and Anna are on holiday, and Lisa has received some urgent questions from the reviewers. They need to know:  the procedure used to produce the high protein diet  which bureau measured the data  what sort of preprocessing was carried out on the data.

27. Organisation by year/researcher Need to know what was done when or by who

28. Example – Organising by activity Easy to navigate through, for each question you quickly find the right folder - even if you had no prior knowledge.

29. Example – Organising by activity Still need to do quite a lot of detective work to find the information – have to rely on good names, guesswork, and......read through the content of the files.

30. Structure AND metadata  Enter a brief description for each activity (folder)  It may help to identify inputs and outputs, or types of files (e.g. dataset, procedure, sample, document)  Linking to items produced in other activities allows you to: ● follow the workflow ● reuse items ● avoid problems due to multiple copies

31. Example – Organising by activity plus extra structure Easy to navigate through, for each question you quickly find the right folder - even if you had no prior knowledge. Descriptions and structure help you to find and understand the data Links make the whole process traceable

32. Electronic lab notes  Notes taken in the lab are often unstructured  May also cover different projects  Splitting the notes per activity and structuring them helps  How far you go depends on the time you have and what is necessary for understanding the data  The same goes for other large, unstructured files

33. Structuring data It takes time! But it’s an investment – not time lost

34. Why document your data? If you store your files in a structure with description and links, you can:  See your research in context  Find – and understand - information more easily  Make your research traceable  Make your research reusable

35. Questions?