Without having proper data organization, nothing gets done. This statement is so true, it really should be a mantra. Think about any large scale operation with more than a few moving parts that especially has to deliver results daily. There would have been absolutely no way to have consistent output without having a system that makes it extremely easy to look for the data points that are essential.

Proper organization of data means classification, tabulation, graphical presentation and diagrammatic presentation of data. After organizing the data should be more usable and be able to get the proper value and should help the company or organization obtain better business intelligence and play a major role in their ultimate success. Briefly disregarding thinking on such a large scale, every individual could benefit from having the data they have collected or created structured in ways that would be easier to understand in the short, medium, and long term.

More often than not data is probably stored as one of the most common structure types. Tabular data are flat, rectangular files. This represents data that is currently stored in a spreadsheet. Most research data is stored in this structure.

Ideally, the best time to think about how to name and structure the documents and directories is when they are created at the start of a project.

Agreeing on a naming convention will help to provide consistency, which will make it easier to find and correctly identify files, and prevent version control problems when working on files collaboratively. Organizing files carefully will save time by helping all who have access find what is needed when it is needed.

Hierarchical files are typically xml files that are able to save data and metadata in the same file. This structure is used to avoid redundancies. Relational databases organize data in multiple tables, which can hold great quantities of data and handle complex queries.

Creating Folders and Proper File Structure

With data organization, there is always the need to establish a system that allows easy access to files, avoid duplication, and ensure that the data can be backed up, takes a little planning - and a fair bit of luck. A good place to start is to develop a logical folder structure:

Use folders - files should be grouped within folders so information on a particular topic is located in one place;

Adhere to existing procedures - previously established approaches should be checked for in the department if there are any that could be adopted;

Name folders appropriately - name folders after the areas of work to which they relate and not after individuals. Establish consistent and clear naming practices. Files should be named in a descriptive and clear way. If there is a need to rename multiple files, a file renaming application could be used to do it automatically. Also keep file titles short. Avoid symbols and if dates are used keep a consistent format this will make the file system easier to navigate for anyone trying to access the files;

Be consistent – when developing a naming scheme for folders it is important that once a method is decided upon it is stuck to. If it is possible, try to agree on a naming scheme from the outset of the file creation;

Structure folders hierarchically - start with a limited number of folders for the broader topics, and then create more specific folders within these;

Separate ongoing and completed work - as lots of folders and files become available, it would be a good idea to separate older documents from ones currently being worked upon. Consistent file version management should be employed. This means that a new file is created using an updated name, instead of saving over the old file. This is also known as file versioning. Also try to keep the My Documents folder for files being actively working on, move the files no longer being working on to a different folder or location, such as, a special archive folder or an external hard drive;

Backup – ensure that files, whether they are on a local drive, or on a network drive, are backed up;

Review records - assess materials regularly or at the end of a project to ensure files are not kept needlessly;

Create and use a data dictionary - This is to standardize categories and provide a definition around the role of each. This will allow all company’s or organization's stakeholders to get the most out of the datasets that have been collected.

Understanding data's structure is important when dealing with data organization. Data can be stored in either the structured way or be placed in a haphazard unstructured manner. Unfortunately, it is estimated that 80% to 90% of the data in any company or organization is unstructured as the data does not fit neatly in a database. However the data that is formatted, tagged, and organized in databases is referred to as structured. It can be easily accessed, processed, and analyzed. This is the type of data that is invaluable for the operation of any company or organization.