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Help & guidance Guides to Good Practice

Structuring your data

Kieron Niven, Archaeology Data Service / Digital Antiquity, Guides to Good Practice

As well as maintaining metadata and documentation on your files, there are a few simple steps that should be taken in order to ensure that your documents and related files remain as accessible as possible. Firstly it is important to ensure that project level metadata is recorded (see the introductory section on Project Documentation and Metadata) and that suitable file naming conventions are followed when creating your files (see File Naming Conventions). It is also important to ensure that any embedded objects that have been removed or stored separately to the main document can be related back to this file. Structuring your archive in such a way – e.g. creating a sub-folder for images – provides one route to linking extracted files back to their source as does document level metadata highlighting a relationship between the document and a set of related files/images stored elsewhere.