1. WGS Data management course Try-out 2012-09-24, Hugo Besemer

2. Short time storage: file and path names  MS/Windows, Mac OS allow very long names but...  Are your filenames descriptive?  Are your filenames unique? 8.3 convention (12345678.abc ) important e.g. when burning CD’s or DVD’s Avoid spaces for files that may go on the web Avoid punctuation () \ / : * ? " ’ As they may be reserved in operating system or programming languages

3. Short time storage: Descriptive file names Descriptive filename Not uniqueUnique in a folder structure(across folders) This will work for relatively small numbers of files. If large numbers of files are produced automatically non- descriptive filenames may be used. You need to know something else (“DAMS “Digital assets management system”) to keep track what is what

4. Short time storage: version control  Questions and Best practices ● Are you working alone or with others? ● Do you store files at different locations? (synchronisation) ● Keep track of ‘master files’ and ‘milestone files’ and store them in a single location (Dropbox?)  Identifying versions ● Use a naming convention that includes date or number (..._v1,..._v2) ● Your software may be able to do (part of) the job

5. Backups  Stick to the agreed way of working within your group (if there are any)  In the next slides some points of view from the Wageningen UR IT department (FB-IT)

6. Backups: IT Data storage Continuity Versus Data centre. Secure: (fire, power incidents, burglary). 2 data centres in case of disaster The equipment is fail-safe 500 TB reserved, 300 in use, 1 PB avail

7. Backups: ICT Data Products & Services Service: Application Price per GB Backup Reliable Available Speed Minimal supply Bronze Volatile or static data €3,25 WeekGood 50 GB Silver Databases or research data €5,- without €7,- with backup MonthHighFast 50 GB Gold Critical data €15,- Month+ History max 1 year VeryHighFast 1 GB Massive Mass reproducable data €520 / TB NoGood 1 TB Massive double Same as massive, high availability €1000 / TB NoHighGood 1 TB

8. Backups: Better alignment (% is total percentage of score + 1 up or down) SubjectImportanceScore FBIT Ease of use9 (85%)8 (64%) Backup/Restore9 (64%)7 (28%) very diverse Share (intern)9 (79%)9 (71%) Share (external)6 (28%) very diverse 5 (21%) many n/a Archive function8 (50%) many n/a 5 (14%) Findable9 (79%)7 (28%) Price9 (86%)4 (28%) very diverse Speed data transfer9 (72%)5 (21%) very diverse Availability9 (79%)8 (64%) Flexibility8 (78%)6 (28%) Security7 (50%) very diverse 8 (57%)

9. Backups: Data storage workshop conclusions  Enhancements Request: 1. Lower the price 2. Set up a Concern policy for Information security 3. Higher flexibility (request period, use period, costing, etc) 4. Accessibility for external people 5. Deliver a Product for Archiving 6. Higher throughput (data rate)  What is the next step? ● Building a roadmap for IT Storage and Products

10. Long term storage: Metadata  Content metadata  Context metadata  Metadata serves different purposes : Metadata are structured data that provide a short summary about any information resource, print or electronic, and facilitate the location, identification, or discovery of that resource. Subject terms, titles creator, place, time, project Location. Metadata can indicate where an information resource is located, either physically or virtually. Identification. Metadata can distinguish one information resource from another without describing the entire collection of information resources. Resource discovery. Metadata can link a user's queries about a particular subject with those information resources about the same subject.

11. Long term storage: metadata and datasets

12. Long term storage: metadata and datasets 2

13. Long term storage: metadata and datasets 3 DANS: Dutch national repository for datasets Unique ID

14. Long term storage: metadata, datasets and preservation It’s as open as you want it to be In a sustainable format, independent of (version of) software With proper documentation for re-use

15. Long term storage: selection  Practical  Origin  Status  Subject content Easy to reproduce Cost of documentation / conversion acceptable File size Reliable Authentic Is it stored elsewhere? Required for verification Required for legal purposes Re-usable General interest (WUR)mission

16. What does all this mean for your data management plan?