Research data

Name research project files so you can explain them later

Research files become difficult to manage when their names depend on what you remember today. A folder called new data and a spreadsheet called latest version may be understandable during a busy afternoon, then become ambiguous before the dissertation is complete. Create a small convention that preserves the information you will need to distinguish files later.

Leeds recommends consistent, unique and descriptive names for research data and explains the range of material that can count as data. The practical scheme below is an example to adapt with your supervisor. Follow any naming, storage and participant-identification rules already set for the project instead of introducing a competing system.

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Decide which details distinguish files

List the characteristics that make one file different from another: collection date, method, permitted sample identifier, processing stage or version. Choose only the details needed for reliable retrieval. A name containing every possible characteristic can become unreadable and may expose information that should remain in a protected record.

Avoid including personal names or sensitive participant information where the project requires coded identifiers. Agree the coding approach with the supervisor and keep any linking information in its authorised location. A convenient file name must not undermine the project's approved handling arrangements. Ask before changing identifiers that already connect several datasets.

Choose one predictable order

Write the chosen field order in a short project note and use it consistently. For example, a project code, date and processing stage may distinguish permitted files clearly. Use an unambiguous date convention agreed by the team. The exact choice matters less than everyone applying the same meaning and sequence.

Try the convention on several real examples, including an updated file and a related output. Check how the names sort in the file manager and whether they remain understandable outside the folder where they were created. If the scheme fails on an ordinary case, simplify it now rather than inventing exceptions for every new file.

Separate source material from outputs

Give original supplied or collected material a clear location and preserve it according to the project rules. Keep working transformations and generated outputs distinguishable. A folder structure can carry some context that would otherwise overload each file name. Document which files are authoritative and which can be reproduced from a script or procedure.

Record meaningful processing steps in a log or README. A name ending cleaned does not explain which records were excluded or which units changed. The file name helps retrieval; the accompanying record explains the work. Keep both concise enough that you will update them during an ordinary research session.

Make version status explicit

Use a controlled version convention when a file changes substantively and record the reason. Avoid an expanding sequence of final, final2 and actually-final. If your workflow uses version-control software, follow the course's approach and still keep exported deliverables clearly identifiable. Not every binary or research file belongs in a code repository.

Before renaming an existing file, check whether scripts, documents or other files refer to its current path. Update those references through a planned change and test the result. A tidier name can break a working analysis if it is changed without considering dependencies. Preserve the original relationship until the replacement is verified.

Test the scheme as a reader

Ask an authorised collaborator, or your future self after a short break, to find the input and output for one result. Check whether the names and index lead to the correct files without additional explanation. Use any confusion to improve the convention rather than adding more decorative folder levels.

Keep the project index with the authorised archive or handover. Storage equipment is secondary to context: an external drive can hold a large collection but cannot explain anonymous files. Choose additional storage only after the project needs and permissions are clear, and retain the naming guide alongside the material it describes.

Your next steps

Agree distinguishing fields with the supervisor.
Use a consistent field order.
Separate source, working and output material.
Test retrieval and update dependent paths before renaming.

Sources and further help

Sources were consulted on 5 September 2026. Provider terms and services can change; check your exact booking, product or university service.

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