File & Folder Naming Conventions - Revision history

JMcDougall at 05:36, 7 October 2025

2025-10-07T05:36:29Z

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	THE DOCUMENTATION IN THIS PAGE HAS BEEN SUPERCEDED. PLEASE SEE https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_3_-_Upload_files		THE DOCUMENTATION IN THIS PAGE HAS BEEN SUPERCEDED. PLEASE SEE https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_3_-_Upload_files




	It is important that each version of the data and its supporting documentation is clearly identified using the correct file naming convention. This helps to prevent erroneous access conditions from being applied to the published data, and potentially unauthorised access to the material. All data files and supporting documentation that is to be uploaded to Dataverse should therefore be named in accordance with the ADA guidance, this also makes the files easily identifiable to ADA Staff and standardises the naming convention across datasets and Dataverse’s.		It is important that each version of the data and its supporting documentation is clearly identified using the correct file naming convention. This helps to prevent erroneous access conditions from being applied to the published data, and potentially unauthorised access to the material. All data files and supporting documentation that is to be uploaded to Dataverse should therefore be named in accordance with the ADA guidance, this also makes the files easily identifiable to ADA Staff and standardises the naming convention across datasets and Dataverse’s.

JMcDougall at 05:36, 7 October 2025

2025-10-07T05:36:09Z

← Older revision		Revision as of 05:36, 7 October 2025
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			THE DOCUMENTATION IN THIS PAGE HAS BEEN SUPERCEDED. PLEASE SEE https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_3_-_Upload_files

	It is important that each version of the data and its supporting documentation is clearly identified using the correct file naming convention. This helps to prevent erroneous access conditions from being applied to the published data, and potentially unauthorised access to the material. All data files and supporting documentation that is to be uploaded to Dataverse should therefore be named in accordance with the ADA guidance, this also makes the files easily identifiable to ADA Staff and standardises the naming convention across datasets and Dataverse’s.		It is important that each version of the data and its supporting documentation is clearly identified using the correct file naming convention. This helps to prevent erroneous access conditions from being applied to the published data, and potentially unauthorised access to the material. All data files and supporting documentation that is to be uploaded to Dataverse should therefore be named in accordance with the ADA guidance, this also makes the files easily identifiable to ADA Staff and standardises the naming convention across datasets and Dataverse’s.

IChowdhury at 01:38, 5 May 2021

2021-05-05T01:38:17Z

← Older revision		Revision as of 01:38, 5 May 2021
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	0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)		0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)

	1. [[Collect and Prepare Supporting Documentation\|Supporting Documentation]] (Questionnaires, Codebooks, Technical documents etc... remember to double-zip those files with SPSS, Stat, SAS, CSV and Excel file extensions)		1. [[Collect and Prepare Supporting Documentation\|Supporting Documentation]] (Questionnaires, Codebooks, Technical documents, Data Dictionary etc... remember to double-zip those files with SPSS, Stat, SAS, CSV and Excel file extensions)

	2. Data files (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)		2. Data files (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)

Dahaddican: /* Study Artefact: */

2020-01-16T00:38:38Z

Study Artefact:

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	== Study Artefact: ==		== Study Artefact: ==
	This should refer to the specific item in question. For supporting documentation it could be the item (e.g. Questionnaire, Codebook or Report), for data this is typically the file type (e.g. SAS, SPSS or Stata Data File). Where the Study Artefact is more than a single word, for example: Plain Language Statement, you can either leave the space between words or use an underscore to separate the words. Either is accepted in Dataverse. All Processing ~~Files~~ should be assigned the study artefact name Processing ~~File, where~~ there ~~are~~ more than one ~~report~~, ~~they~~ should be differentiated using study artefact terms such as 'Processing Report 1 of 2'.		This should refer to the specific item in question. For supporting documentation it could be the item (e.g. Questionnaire, Codebook or Report), for data this is typically the file type (e.g. SAS, SPSS or Stata Data File). Where the Study Artefact is more than a single word, for example: Plain Language Statement, you can either leave the space between words or use an underscore to separate the words. Either is accepted in Dataverse. All Processing Report files should be assigned the study artefact name Processing Report. Where there is more than one Processing Report in the dataset, each should be differentiated using study artefact terms such as 'Processing Report 1 of 2' or Processing Report Sensitive Data Version etc...

	== ADAID: ==		== ADAID: ==

Dahaddican: /* Dataverse Number Examples: */

2020-01-16T00:36:08Z

Dataverse Number Examples:

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	0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)		0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)

	1. [[Collect and Prepare Supporting Documentation\|Supporting Documentation]] (Questionnaires, Codebooks, Technical documents etc... remember to zip ~~and encrypt~~ those files with SPSS, Stat, SAS, CSV and Excel file extensions)		1. [[Collect and Prepare Supporting Documentation\|Supporting Documentation]] (Questionnaires, Codebooks, Technical documents etc... remember to double-zip those files with SPSS, Stat, SAS, CSV and Excel file extensions)

	2. Data files (all are to be zipped ~~and encrypted with a password~~ prior to upload)		2. Data files (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)

	2a. Data file used in creation of a derived data file (all are to be zipped ~~and encrypted with a password~~ prior to upload)		2a. Data file used in creation of a derived data file (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)

	3. Processing Report created during the curation of the dataset and used for the recording of issues that require action prior to publication ~~of the dataset and~~ recommendations made by the ADA to improve the quality of the data.		3. Processing Report created during the curation of the dataset and used for the recording of issues that require action prior to publication. Processing Reports may also include recommendations made by the ADA to improve the quality of the data.

	99_ARCHIVE_ONLY. Files uploaded for archiving with the ADA only (for example Signed Consent forms that are not to be published as part of the dataset but are submitted to complete the deposit and to retain a full audit trail)		99_ARCHIVE_ONLY. Files uploaded for archiving with the ADA only (for example Signed Consent forms or original interview transcripts that are not to be published as part of the dataset but are submitted to complete the deposit and to retain a full audit trail)

	-S. The ‘S’ suffix when displayed after the number is used to denote that the Data file contains ‘Sensitive’ data		-S. The ‘S’ suffix when displayed after the Dataverse number is used to denote that the Data file contains ‘Sensitive’ data

	-Z. The ‘Z’ suffix when displayed after the number is used to denote that multiple files are contained in a zipped folder		-Z. The ‘Z’ suffix when displayed after the Dataverse number is used to denote that multiple files are contained in a double-zipped folder. In addition, it identifies that at least one of these file would require double-zipping if uploaded individually.


	By way of example, the Dataverse Number ‘2-SZ’ would denote a zipped package of data files, which contain sensitive data.		By way of example, the Dataverse Number ‘2-SZ’ would denote a double-zipped package of data files, which contain sensitive data.

	== Study Name: ==		== Study Name: ==

Dahaddican: /* Dataverse Number Examples: */

2020-01-16T00:29:25Z

Dataverse Number Examples:

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	Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.		Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.

	== Dataverse Number Examples: ==		=== Dataverse Number Examples: ===

	0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)		0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)

Dahaddican at 00:29, 16 January 2020

2020-01-16T00:29:09Z

← Older revision		Revision as of 00:29, 16 January 2020
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	Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.		Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.

			== Dataverse Number Examples: ==

	0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)		0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)

Dahaddican: /* Data Files used to create a Derived Dataset */

2020-01-16T00:28:26Z

Data Files used to create a Derived Dataset

← Older revision		Revision as of 00:28, 16 January 2020
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	=== Data Files used to create a Derived Dataset ===		=== Data Files used to create a Derived Dataset ===
	Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data used in the creation of the derived data. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.		Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.

Dahaddican: /* Folders containing multiple files */

2020-01-16T00:27:02Z

Folders containing multiple files

← Older revision		Revision as of 00:27, 16 January 2020
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	'''''Note''''' - Although it is possible to upload multiple files in a folder to a Dataset, it is not recommended unless absolutely necessary as in doing so you reduce the findability of the files contained within the folder. This is due to the fact that both File Tags and Description Notes can only be added at the folder level in this case. For more information refer to: [https://docs.ada.edu.au/index.php/Adding_File_Tags_and_Description_Notes Adding File Tags and Description Notes].		'''''Note''''' - Although it is possible to upload multiple files in a folder to a Dataset, it is not recommended unless absolutely necessary as in doing so you reduce the findability of the files contained within the folder. This is due to the fact that both File Tags and Description Notes can only be added at the folder level in this case. For more information refer to: [https://docs.ada.edu.au/index.php/Adding_File_Tags_and_Description_Notes Adding File Tags and Description Notes].

	In certain cases, a complete double-zipped folder of supporting documentation or data files may be produced (e.g. many longitudinal studies will have multiple files and it would be time consuming to double-zip and upload each file individually). Where packages of such files are to be uploaded as a single folder, the folder should be annotated with the term "-Z" immediately following the Dataverse Number. For example a double-zipped collection of supporting documents that contains ~~files~~ that would require double-zipping if uploaded individually, when uploaded as a folder would be identified with ‘1-Z’.		In certain cases, a complete double-zipped folder of supporting documentation or data files may be produced (e.g. many longitudinal studies will have multiple files and it would be time consuming to double-zip and upload each file individually). Where packages of such files are to be uploaded as a single folder, the folder should be annotated with the term "-Z" immediately following the Dataverse Number. For example a double-zipped collection of supporting documents that contains at least one file that would require double-zipping if uploaded individually, when uploaded as part of a folder the folder would be identified with the prefix "1-Z".

	~~The files~~ contained within ~~this~~ folder should ~~all~~ still be individually named using the standard naming convention detailed in this section. ~~Since~~ all individual data files ~~that are~~ in one of the ~~above~~ formats are required to be double-zipped, there is no need to identify these separately with a "-Z", ~~the "-Z"~~ term is used purely to identify packages of files uploaded as a folder that contain one or more of these ~~files~~.		Each file contained within the folder should still be individually named using the standard naming convention detailed in this section. In addition, as all individual data files in one of the aforementioned file formats are already required to be double-zipped, there is no need to identify these separately with a "-Z" addendum, this term is used purely to identify packages of files uploaded as a folder that contain one or more of these types of file.

	Where a large number of Supporting Documents (i.e. greater than 40-50) are to be uploaded together as a folder, as long as the files within the folder would not require double-zipping if they were uploaded individually (~~i.e.~~ the folder is a package of supporting documentation files that are not SPSS, SAS, Stata, CSV or Excel file formats), then the folder need not be double-zipped. ~~For~~ example, the License Document suite of forms could be uploaded directly as a folder, with no zipping ~~or encryption~~ required.		Where a large number of Supporting Documents (i.e. greater than 40-50) are to be uploaded together as a folder, as long as the files within the folder would not require double-zipping if they were uploaded individually (for example the folder is a package of supporting documentation files that are not SPSS, SAS, Stata, CSV or Excel file formats), then the folder need not be double-zipped. A good example of this would be the License Document suite of forms. These could be uploaded directly as a folder, with no double-zipping required.

	=== Files or Folders containing Sensitive or Personal Information ===		=== Files or Folders containing Sensitive or Personal Information ===

Dahaddican: /* Folders containing multiple files */

2020-01-16T00:16:51Z

Folders containing multiple files

← Older revision		Revision as of 00:16, 16 January 2020
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	=== Folders containing multiple files ===		=== Folders containing multiple files ===
	'''''Note''''' - Although it is possible to upload multiple files in a folder to a Dataset, it is not recommended unless absolutely necessary as in doing so you reduce the findability of the files contained within the folder. This is due to the fact that both File Tags and Description Notes can only be added at the folder level in this case. For more information refer to:		'''''Note''''' - Although it is possible to upload multiple files in a folder to a Dataset, it is not recommended unless absolutely necessary as in doing so you reduce the findability of the files contained within the folder. This is due to the fact that both File Tags and Description Notes can only be added at the folder level in this case. For more information refer to: [https://docs.ada.edu.au/index.php/Adding_File_Tags_and_Description_Notes Adding File Tags and Description Notes].

	In certain cases, a complete double-zipped folder of supporting documentation or data files may be produced (e.g. many longitudinal studies will have multiple files and it would be time consuming to double-zip and upload each file individually). Where packages of such files are to be uploaded as a single folder, the folder should be annotated with the term "-Z" immediately following the Dataverse Number. For example a double-zipped collection of supporting documents that contains files that would require double-zipping if uploaded individually, when uploaded as a folder would be identified with ‘1-Z’.		In certain cases, a complete double-zipped folder of supporting documentation or data files may be produced (e.g. many longitudinal studies will have multiple files and it would be time consuming to double-zip and upload each file individually). Where packages of such files are to be uploaded as a single folder, the folder should be annotated with the term "-Z" immediately following the Dataverse Number. For example a double-zipped collection of supporting documents that contains files that would require double-zipping if uploaded individually, when uploaded as a folder would be identified with ‘1-Z’.