Organization of Data
(and other Important
Stuff)
BY ST E PHANIE HA N S EN
S DS U P L A N T S CI E NCE
FOR BMG SA OC TOBE R 2 , 2 0 1 4
Why Do We Organize?
1. To Find our Data
2. To Find our Protocols
3. To Trace our Steps
4. To Find Errors
5. To Write a Paper/Presentation/Thesis/Dissertation
6. To Please the Boss/Supervisor/Granting Agency
7. To Keep our Sanity!!!!
Media Used To Organize?
1. On Paper
◦ Notebooks
◦ Post-it’s
◦ Sheetpaper
◦ Napkins
◦ Paper towels
2. Digitally
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On Computer
Photographs/Scans
Text files
Excel
FASTA, etc.
WHAT Do We Organize?
1. Data – Observations
2. Dates
3. Locations
4. Varieties/Hybrids/Cell Lines/Specific Experimental Unit Details
5. Environmental Conditions
6. Equipment Used
◦ Model Number, Brand, rpm, temperature, pressure, etc.
7. Media/Reagents Used
◦ Concentration, Date Purchased, Company/Brand, etc.
Purpose of Overkill
Goal: To Replicate EXACTLY what you did.
Equipment Varies
Reagents Vary from Company to Company
RECALLS HAPPEN!!
Trusting your memory 2 or 3 years from now after taking 6 (or 9) more classes, and changing
your protocol twice (three times? Four? You’ll forget) WILL NOT WORK
You will NEVER REGRET writing everything down. EVER.
And PUT IT WHERE YOU CAN FIND IT. Don’t laugh, keep a spot or notebook where you put
everything. Why write it down if you won’t be able to find it when you need it.
You WILL regret NOT, however. As will your advisor, who will hound you to track the information
down incessantly until you figure it out. It is an unpleasant adventure best to be avoided.
How Do We Organize??
Each Individual is Different, but it’s OK to ask others who are
veterans at the business and take ideas from them… Don’t
be afraid to ask to take a peek into their notebook or ask
how they arrange their data files.
Excel (or Other) File Names
1. File Name:
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By Project
By Location
By Date/Time of Observation/Collection Point
By Amount/Identifying Variable
Example: Au14Aux_071414_Chloro (Aurora, 2014, Auxin Project; data taken july 14, 2014; Chlorophyll)
Example 2: ISOMS_Hildreth_Soil_031114_2578 (ISO-MS data for Hildreth, for Soil samples, bill created
march 11, 2014, for the amount of $2578)
◦ Example 3: xISOMS_Hildreth_Soil_031114_2578 (ISO-MS data for Hildreth, etc, except NOTICE THE “x,”
this indicates we sent the bill to accounting)
◦ x’s (or r’s, or v’s, or whatever) are excellent means to indicate if the data has been reviewed, sent,
whatever; or to indicate if you printed the journal article off for hardcopy, or included it in your
references…
Organizing Data Within an Excel File
1. Tabs by Date
2. Tabs by Subject
3. “Raw” data (before averaging, cleanup)
4. Cleaned up data
5. Summary of Data/Averages/Means (into a more meaningful set)
6. Stats Tab
Word Documents You are Revising
1. Remember to keep SOME of your older versions…. Trust me.
3. Need to keep track of who has seen it, and what version it is.
2. Main/Common Title, Date, Initials
◦ Example: Introduction 050613 sh
◦ And after sending it to the bosses: Introduction 050613 sh rev sac dc 051013
This indicates it was created by me on May 6, 2013, and revised by others on May 10, 2013
Folders
By Projects/Years –
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Auxin 2014
Auxin 2013
Carbon Aurora 13
Carbon Aurora 14
By Subjects
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Invoices
Soil Moisture
Hiring
Budgets
Thesis
ISO-MS
Backup, Backup, Backup…
Backup your files/Computer every week/month/day…
Depends upon how much work/changes are being made to files
Keep in at least 2 spots, but date the backups…
Only work on the Primary Set of Data… If you work on multiple backups, it’s hard to Merge, or
Find them to merge…
I still make this mistake… (“I know I revised that sheet… where is it? Oh, backup area 2…”) After
spending 45 minutes looking for it…
Ask anyone who has lost loads of data….
If it’s REALLY important, make sure you have HARD COPIES!!!! Preferably in a fire safe area.
What’d happen if the building would burn down? Really? Where’s your Data???
How do YOU Organize???
Your Examples???