Organising research data

Organising research data

You want to store your research data in a structured way for later use in the working group or in preparation for a publication. On these pages we will show you how to use a data management plan to describe how to handle and organise your data. We will also show you where you can archive your research data to meet the requirements of funding organisations. We also provide a list of points of contact at the university for further information.

Organising data

Effective and secure handling of data requires the creation and use of clear structures for organising your data. Effective data organisation includes systematic folder structures, defining a uniform format for folder and file names, as well as suitable storage locations.

Meaningful naming components are, for example:

  • Title, with statement on content
  • Abbreviation of the person responsible for the file
  • Date in the format YYMMDD
  • Version number (e.g. "v02")

Example of a file name: <YYMMDD_TitleMeasurement_Series_Editor_Version>.



Data visualisation and analysis at the University of Rostock

Comparison of the IT- and Media Centre’s computing services
Service Application Server (SaaS) High Performance Computing Virtual Servers (IaaS)
Purpose 1. Office communiations and 2. scientific computing and programming High Performance Computing via SLURM/Modules using central IT resources Application testing, running applications/ services on Linux servers (Windows currently not available) with public and internal IP addresses
Limitations Accessed via browser or software Requires submitting an application to use Limited to one year, autonomous administration
Further Information ITMZ-Anwendungsserver (SaaS)ITMZ-Hochleistungsrechnen HPCITMZ-Virtuelle Server (IaaS)



Metadata standards

FAIRsharing is a curated platform for searching data and metadata standards. Different search entry points are offered: It is possible to search the name of the standard, to select specific properties of the standard, or to browse by subject area. The databases also contain policies.



Exchange, storage and long-term archiving of data

Rostock University's ITMZ and the library offer different options for storing and publishing your data.

Comparison of the IT-and Media Centre’s storage solutions
Storage option Homedirectory Project drive Tape / block storage
Purpose Personally assigned storage area, only accessible via own user ID; accessible within the University on various systems Storage of project-related data; shared use by several researchers Long-term backup of final research data
Backup Every 30 minutes for 72 hours; daily backup for 3 weeks ; from the IT- and Media Centre Every 30 minutes for 72 hours; daily backup for ≥3 weeks; from the IT- and Media Centre Guaranteed backup of the bitstream
Limitations 200 GB storage space per person free of charge For departments; administration by department administrators; costs must be covered Currently only usable via software with an S3 interface
Further Information ITMZ-HomedirectoryITMZ-ProjektlaufwerkITMZ-Band-/Blockspeicher
Comparison of the IT-and Media Centre’s collaboration solutions
Service SharePoint Unibox Overleaf
Purpose Web service for collaborative use of documents, forms, wikis, notes, calendars, tasks, ... Synchronisation of data between users, desktop computers and mobile devices; collaborative editing of texts, spreadsheets and presentations Collaborative writing and compiling of TeX documents
External users Various interactions possible, e.g. sharing data via link/invitation Data can also be shared and edited with external users via link/invitation Sharing and editing via link is possible
Limitations Administration via department administrators 40 GB storage space per person -
Further Information ITMZ-SharePointITMZ-UniboxITMZ-Overleaf



Points of contact at the University

Topic Assistance and contact person
Applying for a project Service Centre Projects (S1)
Provision of necessary software IT and Media Centre software offers
Legal advice/ethics advice University’s data protection officer
Provision of necessary computing capacity IT and Media Centre’s High Performance Compute Cluster
DOI allocation Rostock University Library DOI
Record in the research information system Research database




Max Schröder
  • Design, implementation and operation of research data management services
  • Guidance and support for research data management and related services
  • Standardised descriptions of research processes, research data management and virtual research environments