Best Prac*ces for Data Management When Using Instrumentaon · Best Prac*ces for Data Management...

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BestPrac*cesforDataManagementWhenUsingInstrumenta*on

Atutorialoneffec*vedatacollec*on,saving,andprocessingmethods

CreatedbytheOfficeofResearchComplianceandTrainingAspartoftheResearchandDataIntegrity(ReaDI)Program

SupportedbyColumbiaUniversityStandingCommiIeeontheConductofResearch

Columbia University | ReaDI Program Research and Data Integrity

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WhyManagementofDataisCrucial

•  Gooddatamanagementprac*ceskeepyouorganized–  Datafilesareeasiertolocate–  Less*mespentrepea*ngexperimentsbecauseadatafileisunabletobelocated

–  Reduced*mesearchingfordatafileswhenwri*ngpublica*onsorthesis

•  Somefederallyfundedgrantsandmanypublica*onsrequiredatabemadepublicallyaccessible–  Wellmanageddatawitheasilyiden*fiablefilenamesaidinthedistribu*onofdata

•  Maintainingaccuraterecordsprovidesintegritytoresearchresults,defendsagainstaccusa*onsoffraud,andsuppliesproofofintellectualproperty

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Outline

I.  Bestprac*cesforLabelingtheLaboratoryNotebookandNamingDataFiles

II.  PlanningAheadIII.  Organiza*onandCollec*onofDataIV.  Addi*onalConsidera*onsUsing

Instrumenta*onandProcessingDataV.  Summary

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I.BestPrac*cesforLabelingtheLaboratoryNotebookandNamingDataFiles

•  Thissec*onwillintroduce:–  Theimportanceofusingalaboratorynotebook–  Notebooklabelingprac*ces–  Datafilenamingprac*ces

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ImportanceoftheLaboratoryNotebook•  Alaboratorynotebookisanimportanttoolbecause:

–  ItisawriIenrecordofprocedures,reagents,data,calcula*ons,thoughts,explana*ons,andresultsofexperiments

–  Itisalegaldocumentusedtodefendintellectualpropertyandaccusa*onsoffraud

–  Itisknowledgeforfutureresearchers–  Itisthefounda*onofathesisandotherpublica*ons

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LaboratoryNotebook:AResearcher’sToolforDataOrganiza*on

•  BeforegeXngstartedwithdatacollec*onitisimportanttochoosealabelingsystemforyournotebook,anddocumentit

•  Anotebooklabelingsystemwillbeatoolusedtoreferencedatacollectedtoapar*cularentrybytheresearcheroranybodywan*ngtoviewresearcher’sresults

•  Formoreinforma*onaboutgoodlaboratorynotebookprac*cesrefertotheGoodLaboratoryNotebookPrac0cesTutorial

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LabelingYourLaboratoryNotebook•  CheckwithyourPIorlabmanager

forestablishedconven*onsforyourresearchgroup

•  Onthecoverofyourlabnotebookinclude,asappropriate:–  Yourname–  Yourposi*on–  YourPI’sname–  The*tleoftheprojectorstudy–  Datesthenotebookused–  Volumenumber

•  Labelthespineifusingaboundnotebook

IndicatesthenotebookbelongstoSciN.Tistandthatitisthe4thnotebookusedbySci

Ini*alsofSciN.Tistandnotebooknumber

SNTIV

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LabelingYourLaboratoryNotebook

•  Includethesameinforma*ononthefirstpageofthenotebook,alongwith:–  Youremail–  Yourphonenumber–  Yourlaband/orofficeaddress–  Theabbreviatednamebywhichthisnotebookwillbeindicatedinfilenamesorotherreferences

Thisnotebookbelongsto:Sci N. Tist

Contactinforma*on:ST00@columbia.edu

Office #: 212-555-555 Smith Hall

1000 First St. Room 300 NY, NY 01001Datesused:

Feb 2010-Jan 2011Notebook#:

IVNotebookabbrevia*on:

SNT_IV

i

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BestPrac*cesforDataFileNaming•  Checkiftherearestandardsthatarerequiredbyyourresearchgroup

and/ordiscipline•  Filesnamesshouldinclude:

–  Dateofdatacollec*on(ordatafilecreated),lis*ngyearfirstsortsfileschronologically

–  Notebookandpagenumberthatitrefersto–  Ifmul*plefilesarebeingcreatedonthesamedateandreferringtothe

samesample,notebook,andpagenumberuseanumbering(orleIering)codetodis*nguishbetweendatafiles

–  Addi*onally,filenamesmayincludetheprojectiden*fica*onorabriefdescrip*on

Iden*fier: DateNotebook/Page#

Sample/SpecialNotes

Series

Interpreta*on: SciN.TistNotebookIVPage285

Sample&detectorused

Differentfilesofsamesampleindicatedby

con*nua*onofleGering

DateTaken:Dec17th2010

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•  Writedownthenameofthedatafileinthecorrespondingnotebooktomaintainarecordofthedatafilebeingcreated

•  Considercrea*ngatextfile,tobesavedinthesamefolder,thatdefinesthefilenamingconven*on

•  Someconven*onssuggestaninstrumentiden*fica*on•  Beconsistentanddocumentthenamingconven*onthatischosen•  Specialconsidera*onneedstobegivenwhennamingfileswithPII

(PersonallyIden*fiableInforma*on)orPHI(PersonalHealthInforma*on).RefertoRASCALtrainingsTC0019orTC0087forregula*onsoutlinedbyHIPAAandhumansubjectsresearch

BestPrac*cesforDataFileNaming,Con*nued

20101217_SNT_IV_285_Fe2O3_inLens_a.*f

101217_SNT_IV285_Fe2O3_inLens_a.*f101217_SNT4_285_Fe2O3inLens_a.*f

Allofthefollowingwouldbeconsideredequivalentfilenames:

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•  LeIersfromAtoZandnumbers0to9•  Useunderscoresratherthanspaces•  Usebriefnames(<30characters)•  Avoidusingspecialcharacters–  Ex:\`’•=/<>^:;|#*().?%,“@!+{}~-[]

•  The3-leIerfileextensionshouldbereservedforapplica*on-specificcodes,e.g.,.wrl,.mov,.*f

•  Differen*atefilenamepartsusingmixedcasesorunderscores•  Whencrea*ngasequen*allynumberedseriesoffiles,useleading

zeroessothattheysortproperlye.g.,file001.txt,file002.txt,file003.txt…file042.txt

TipsforNamingDataFiles

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I.Summary

•  CheckwithyourPIorlabmanageriftherearestandardsfornotebookanddatafilenaming.Adheretotheexpecta*onsofyourPIandresearchdiscipline

•  Laboratorynotebooksshouldbelabeledsothatitiden*fiestheresearcheranddatesused,andifapplicable,theresearchproject

•  Documentyourlaboratorynotebooklabelingconven*onandbeconsistent

•  Filenamesofcollecteddatashouldincludethedateofcollec*on,notebookandpagenumberiden*fier,andashortdescrip*on

•  Onceadatafilenamingformatischosen,writeitdownandbeconsistent

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II.PlanningAhead

•  Thissec*onwilladdress–  Importantdetailstoconsiderbeforeexperimenta*on–  Notebookprepara*on–  Tipsforcrea*ngdatatables–  Informa*onthatneedstobeincludedinthelaboratorynotebook

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ImportantDetailstoConsiderBeforeExperimenta*on

•  Beforebeginningdatacollec*on,itisessen*altoknowhowtheinstrumentsavesandexportsdata

•  Unsurehowtheinstrumentsavesandexportsdata?–  Askafellowgroupmember(graduatestudent,post-doc,staffscien*st,etc.)

–  Askthepersonwhomaintainstheinstrument–  Prac*cewithanunimportantsample(blank)

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Ques*onsRelatedtoInstrumenta*on

•  Whatfileformatshoulddatabeexportedas?–  Knowwhichfileformatsarecompa*blewithotheropera*ngsystems,analysesprograms,anddataarchiving

–  Avoidusingfileextensionsthatareuniquetoapar*cularso�wareusedfordatacollec*on.Ifdataareavailableonlyinclosedorproprietaryformats,arethereprogramsavailableforfilemigra*ontoamoreusefulformat?

–  Mostcompa*bleformatsinclude:•  ASCII,PDF,.csv,FLAC,TIFF,JPEG2000,MPEG-4,XML,RDF,.txt,.r

•  Whatdescriptorsshouldbeadded?Whatinforma*onwillyouneedtofind,iden*fy,orunderstandthefileinthefuture?–  Unitsandotherrelevantinforma*on–  Independent&dependentvariablecolumnheaders–  Theabilitytoaddnotesordescriptors

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NotebookPrepara*on•  Priortorunningsamplesorstar*ngtheexperiment,makesureyou

knowtheanswerstothefollowing,andthattheanswerscanbefoundintheexperimentdocumenta*on–  Howmanysampleswillbelookedat?–  Howiseachsampledifferent?–  Whatdescriptorswillyouusetodis*nguisheachsample?–  Ifthesamesampleisbeingprobedmul*ple*mes,whatarethevarying

parameters?–  Whatistheminimumamountofinforma*onthatmustberecordedto

reproducetheexperiment?•  Createatableinyournotebookwithdescrip*veheaders

–  Createatemplate(canuseWordorExcel)thatcanbere-usedeach*methatpar*cularinstrumenta*onisbeingused

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GeneralTipsforCrea*ngATable•  Usedescrip*velabels,includingunits,inheaderrow,foreachcolumn•  Thecolumnfurthesttothele�shouldbetheindependentvariable(the

itemthatischanging,i.e.yoursample)•  Dependentvariablesshouldfollowinthenextcolumns•  Anyderivedvariables(fromcalcula*ons)followthedependentvariables.

Calcula*onsandformulasneedtobedocumented•  Deriveddatashouldreflectthesamenumberofsignificantfiguresasthe

measuredvalues•  Ifcrea*ngatemplate,theuseofformaXng(ex:color,boldface,or

italicizedfonts)canhelpvisuallyorganizedata

hIp://www.sedl.org/a�erschool/toolkits/science/pdf/ast_sci_data_tables_guidelines.pdf

Sample pH(Trial1) pH(Trial2) pH(Trial3) AveragepH

Unfunc*onalizedWO3nanopar*clesinH2O

3.58 3.62 3.64 3.61

Citricacidmodified-TiO2nanopar*clesinH2O

5.38 5.44 5.45 5.42

IndependentVariable DerivedVariableDependentVariables

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RelevantInforma*ontobeIncludedinNotebook•  AnyparametersthatareREQUIREDtoreproducetheexperiment

needtoberecorded–  E.g.:Substrates,energyoutput/input,solu*onsused,backgroundsamples,etc.

•  Anyobserva*onsregardingtheinstrumenta*onprocessthatwouldbeconsidered“unusual”–  E.g.:noisebackgroundduetoconstruc*on,elevatedtemperaturesduetobrokenAC,etc.

•  Anyso�warethatisuniquetothatinstrumentoracodethathasbeenwriIenforpar*culartypesofexperiments–  E.g.:LabVIEWprogramspecificallydesignedforexperiment

•  Ini*alobserva*onswhiledataisbeingcollected•  Duringdatacollec*on,anypre-plannedtablesshouldbefilledin

a�ereachfileiscreated

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ExampleNotebookEntry

2010December17ScanningElectronMicroscopy(SEM)imagesof

285 286

Fe2O3nanopar*cles.Synthesized2010December15asreferredtoonpage282ofthisnotebook

InstrumentParameters:Accelera*ngvoltage:2.0kVUsedbothIn-LensandSE2detectorsSubstrateused:Si-wafer<0.001Ω

Specialnotes:construc*ononfloorcreatedsomeminordifficultywithfocusingimages

ImageFileName Detector Scale

20101217_SNT_IV_285InLens 1um

_Fe2O3_InLens_b

_Fe2O3_InLens_c

20101217_SNT_IV_285

Used Bar

_Fe2O3_InLens_a

20101217_SNT_IV_285

20101217_SNT_IV_285

_Fe2O3_SE2_d

200nm

200nm

2um

InLens

InLens

SE2

Datafileloca*oninResearchGroupArchive:SciNTist_ResearchàInstrumenta*onàSEMà20101217_SNT_IV_285

ü

ü

ü

ü

ü

üü  Thoroughdescrip*onofsampleü  Instrumentparametersusedü  Specialnotesü  Tablethatorganizesdatacollectedü  Descrip*vefilenamewith

referencetonotebookloca*onü Wheresaveddatafilesarelocated

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II.Summary

•  Bepreparedpriortodatacollec*on•  Createatableinnotebooktoaidinorganiza*onofthe

experimentanddatacollec*on•  Thenotebookneedstocontainallthenecessaryinforma*on

sothattheexperimentcouldberepeatedbyyourselforotherresearchers

•  Includethedatafilenameinthenotebookentryalongwiththefileloca*on

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III.Organiza*onofCollectedData

•  Thissec*onwillevaluatetheimportanceof:–  Archivingdata–  Anelectronicfilingsystem–  Useoffoldersandsub-folders–  Useofsharedcomputersandportablestoragedevices–  Transferringdatafromaportablestoragedevicetodataarchive

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ArchivingData

•  Itisessen*althatamethodforarchivingdataisestablishedpriortoanydatacollec*on

•  ItistheresponsibilityofthePItomaintainarchiveddata;checkwithyourPIontheproceduresforstoringandsavingdata

•  ArchiveddatashouldbesecuredasrequiredbyUniversitypoliciesandprocedures,andstate,and/orfederalregula*ons

•  Archiveddatashouldbeinoneloca*onthatisaccessiblebyallgroupmembersand/orcollaborators(e.g.:researchgroupdrive,onlinerepository,etc.)withatleasttwoback-ups–  Inaddi*ontothefileonthelocalmachine,thereshouldbeonecopy

backeduponaseparatelocalsystem,andonecopyheldatageographicallydistantloca*on

•  Formoreinforma*onregardingdatamanagementandstorage,pleasevisit(InsertRDMtutoriallinkbyJoelandAmy)

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ElectronicFilingSystemforDataOrganiza*on

•  Beforedatacollec*on,itisimportanttodetermineanelectronicfilingsystemthatbestsuitsyourresearchproject

•  Theuseofafilingsystemhelpsorganizecollecteddata

•  Withinthearchive,itmaybeusefultocreatean“Instruments”folder;ataminimum,afileforEACHtypeofinstrumentusedtocollectdatashouldbecreated

•  Ifmorethanoneofthesametypeofinstrumentisused,butinadifferentfacility,withdifferentcapabili*es,etc.,useunderscorestohelpiden*fyeachone–  Itisextremelyimportanttodocumentwhere

eachdatasetoriginates,forreproducibilityofexperiments

ArchivedData

Instrumenta*on

XRDSEMNMR_Apollo

NMR_Hermes

TwodifferentNMRinstrumentswithdifferentfeaturese.g.strengthofthemagnet

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OrganizingSub-folders•  Withineachinstrumentfolder,createanewfolderinwhichallthe

datacollectedcanbeorganized•  Useofsub-foldershelpskeepdataorganizedforeasierreferral•  Namesub-foldersusingdate,descrip*ons,notebookiden*fiers,etc.

–  Remainconsistentwiththenamesofsub-folders WithintheNMR_Hermesfolder,sub-

foldershavebeencreated

Foldersarelabeledwithdate,notebookreference,andbriefsampledescrip*on Eachfoldercontains

datarelatedtothispar*cularsample,e.g.:1H-NMR,13C-NMR,COSY,etc.

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Collec*ngDataUsingPortableDataStorage•  Manyinstrumentsareconnectedtoacomputerthatissharedwith

manyotherresearchersfromdifferentgroupsanddisciplines•  Ifprivilegesareallowed,createafolderonthesharedcomputer

withyournametouseastemporarystoragewhilecollec*ngdata•  Donotusesharedcomputersforpermanent(long-term)data

storage•  Wheneverpossible,savedatatoasecureserverthatemploys

regularbackupprotocols,withqualitycontrolcheck•  Aportableflashdrivecanbeusedtoremovedatafromshared

computerstoapermanentstorageloca*on•  Usesamefolderandsub-folderorganiza*ononportableflashdrive•  Usepasswordprotectedflashdriveifsavingsensi*vedata

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TransferringDatatoaPermanentLoca*on•  Flashdrivesshouldneverbeusedaspermanentstorage•  Usingthesamefolderandsub-folderorganiza*onfacilitatestransferof

data–  Clickanddrag(orcopyandpaste)datafilesintocorrectfoldersondataarchive

•  Neverdeletedatafromportabledeviceun*ldatahasbeentransferredandcanbeconfirmedbyeitheropeningdatafileand/orusingachecksumalgorithm Samesub-folder

iden*fica*on

CopyandPaste

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III.Summary

•  Adataarchivesystemwithmul*pledataback-upsshouldbeestablishedbythePIoftheresearchgroup

•  Crea*onoffoldersfordifferenttypesofinstrumenta*onkeepsdatafilesorganized

•  Useofsub-foldersallowsforeasierreferraltocollecteddatafiles•  Portableflashdrivesarenotmeantforpermanentdatastorage•  Datacollectedonportabledevicesshouldbetransferredtoadata

archiveASAP•  Specialrequirementsgoverntheproperhandlingofhumansubjects

data

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IV.Addi*onalConsidera*onsUsingInstrumenta*onandProcessingData

•  Thissec*onwillproviderecommenda*onsforthefollowingscenarios:–  Useofinstrumenta*onwithusermodifiedso�wareand/orprogramming

–  Useofinstrumentsthathavelimitedabilitydescribingdatabeingcollected

–  Processingmul*pledatasets–  Instrumenta*onethics

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InstrumentsThatAllowAddi*onalRemarks

•  Someinstrumentshavemul*plewaysofallowingaddi*onalcommentswithintheprogram

•  Ifyouchoosetou*lizetheseop*ons,then:–  Beawarethatthesecomments

areo�ennotexportabletoanotherfileformat,andthattheoriginalproprietaryprogrammayberequiredtoviewthesecomments

–  BesuretorecordALLcommentsaboutthedatafileinyournotebookaswell

–  Donotusethisop*ontoreplacedescrip*vecommentsinyournotebook

–  Donotusethisop*ontoreplacedescrip*vedatafilenames

•  Theuserisabletoincludeanyiden*fiersaboutthesample

•  The“DataView”op*oninthisprogramallowstheremarkstobeseen;usefulforquickanalysis

•  Theremarksarenotexportedwiththedatafile

hIp://www.ecochemie.nl/Products/Echem/So�ware/Tutorials.html

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UniqueSo�wareandProgramming•  Whenusingso�warelikeLabVIEWtowriteaspecificprogram,itis

importantto:–  RecordinnotebooktheEXACTmethodsandcodesused,includinghand-drawingsand/orprinted-outimagesaffixedtolaboratorynotebookpage

–  Describethedifferentelementsused,includingmodelnumbersifapplicable

–  Savethefilesothatitcanbereferredtothenotebookentry20090207_SNT_III_45_Torque_Isokinetic_Contraction_BlockDiagram

ThisLabVIEWwascreatedonFeb.7,2009tomeasuretorqueparametersandcanbereferredtopage45inSciN.Tist’snotebook#3

hIp://www.nyu.edu/classes/mcdonough/m&eiii.htm

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Sample Excita*onwavelength

PulseEnergy(mJ)

SavedAs RenamedAs

10nmNiNanopar*clesSNT_V_32

400nm 0.100 Print_01

20nmNiNanopar*clesSNT_V_15

550nm 0.050 Print_02

75nmNiNanopar*clesSNT_V_40

600nm 0.100 Print_03

InstrumentsThatAssignDefaultFileNames•  Someinstrumentsdonotallowuserstogivefilenames,butgenerate

adefaultname•  Forthesetypesofinstruments,itisusefultoincludeanaddi*onal

columninyourtabletorecordthedefaultnamegiven,thenrenamefileslater

Defaultfilenamegiventoexporteddatafromtheinstrument

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RenamingDefaultFileNames•  Defaultnamesgivenodescrip*onofthedatatheycontain•  RenamedatafilesASAPusingnotebooktableasguidance

–  Right-clickfileandselectrenameop*onorfilerenamingtoolsformul*plefiles

•  Useafilenamethatisdescrip*ve,sothefilesareeasiertofindforlaterreferral

Sample Excita*onwavelength

PulseEnergy(mJ)

SavedAs RenamedAs

10nmNiNanopar*clesSNT_V_32

400nm 0.100 Print_01 20110914_SNT_V_32_10nmNiNPs_400nm

_Excite

Useofaddi*onalcolumnforrenamedfilename•  maintainsorganiza*on•  maintainsawriIenrecordinnotebookof

datafilebeingcreated•  simplifiesreferencewhensearchingfor

electronicdatafiles

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ProcessingData•  Somedatasetsrequirefurthermanipula*onsa�ercollec*on(e.g.,

baselinecorrec*on,backgroundsubtrac*on,etc.).Thesetransforma*onscannottaketheplaceofrawdata

•  Neveraltertherawdataset–  Indicatethatitistherawdatainthefilename–  Saveeachdatamanipula*onwithitsownuniquefilename

•  Ifworkingwithmul*pledatasetsinonespreadsheetordatabase,usedescrip*ve*tlesthatrefertotherawdatafile

A B C D E F1

Time(sec)

MeasuredPhotovoltageat350nmexcita*onfordiffentSnO2Samples,taken201004012 Voltage(mV)

3

DarkBackgroundNoiseSignal

20100401_SNT_IV_34100nmSnO2NanorodsSynthesized20100329

20100401_SNT_IV_34100nmSnO2Nanopar*clesSynthesized20100315

20100401_SNT_IV_34100nmSnO2NanorodsBackgroundSubt(C#-B#)

20100401_SNT_IV_34100nmSnO2Nanopar*clesBackgroundSubt(D#-B#)

4 0.00E+00 1.0547E-04 2.8320E-03 1.2793E-03 2.7266E-03 1.1738E-035 5.00E-10 1.4453E-04 2.9297E-03 1.4258E-03 2.7852E-03 1.2812E-036 1.00E-09 1.2109E-04 3.1250E-03 1.9531E-03 3.0039E-03 1.8320E-03

Filenameofdataandbriefdescrip*on ExplainshowdatawasmanipulatedDescribestheinstrument

parameters,date,anddependentvariablesIndependentvariableandinstrumentbackground

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Instrumenta*onBestPrac*ces•  AwriIenrecord(eitherpaperordigital)shouldbeusedto

recordwhousedtheinstrumentandwhen.Besuretofilloutthelogaccurately

•  Inthelogbook,recordanymalfunc*ons,maintenanceperformed,changedseXngs,etc.

•  Mostinstrumentsareequippedwithsecuritycontrols,whichiden*fiespersonand*mestamp.TheseshouldNEVERbedisabled

•  Eachuser/groupshouldhaveuniqueloginandpassword.NEVERshareyourpassword,especiallywithunauthorizedusers

•  Loginandlogbookinforma*onprovides“audittrail”ofinstrumentusage

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SummaryofBestPrac*cesforDataManagementUsingInstrumenta*on

1.  AlwayscheckwithyourPIaboutexpectedstandardstobefollowedbyallgroupmembers

2.  Usedocumentednotebookanddatafilenamingconven*onstokeepdataorganized

3.  Preparenotebookpriortothebeginningofexperimenta*on4.  Useatabletoorganizedataasitiscollected5.  Organizedatausingelectronicfilingsystemwithdescrip*vefolderand

sub-foldernames6.  UseportablestorageonlyasTEMPORARYmeanstotransferdatatoa

permanentloca*on7.  Understandthecapabili*esofinstrumentsregardingexpor*ngdatafiles8.  Whenprocessingdata,neveralterrawdatasets9.  Usecleardescriptorsifcombiningmul*pledatasetstoonespreadsheet10.  Useinstrumentlogbooksanddonotsharelogininforma*on

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Addi*onalResourcesandFurtherReading:

•  TutorialonGoodLaboratoryNotebookPrac0ces•  TutorialonDataManagement•  RASCALtrainingsTC0019and/orTC0087forPHI,PII•  Laboratorynotebookanddatafilenamingbestprac*ces:–  hIp://datalib.edina.ac.uk/mantra/libtraining/Session2GroupExercise1.pdf

–  hIp://uresearch.miami.edu/?p=103&s=25–  hIps://www.training.nih.gov/assets/Lab_Notebook_508_%28new%29.pdf

CreatedbyMichelleC.Benson,PhDOfficeofResearchComplianceandTrainingmb3852@columbia.edu

AIribu*onNon-CommercialInterna*onal4.0

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