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Data Management: Metadata

Information about how to organize, describe, preserve and share your research data

Where Does Metadata Go

Your metadata can go in a variety of places:

  • In a text file ('README')
  • In a spreadsheet
  • In an XML file
  • In a database or repository (when you share the data)

README File

The simplest way of recording and attaching metadata to a dataset is by using a readme text file. Proper structuring of information in a readme file helps ensure that metadata is complete and readable across platforms. Readme files should be tailored to fit the project and the data description. 

A generic readme template file can be found below. 
This template is published under a public domain CC0 license. It may be modified and reused as necessary. 
  

Documentation

Documenting your data (metadata) will allow other researchers and colleagues to find, cite,  and use your data. There are various metadata standards that can be tailored to a file format or discipline.

The following are basic guidelines that should be used to document your project and data. Store this documentation in a readme.txt file with the data, at minimum.

Title Name of the research project or dataset
Creator Names and contact information of the organization or researchers involved in project / data creation
Description  Project description or data abstract, including keywords or phrases
Access information  Where and how the data can be accessed including DOI or URL
Dates Project date range; dates of data collection; publication date; and any other dates associated with the data cycle
Methodology How the data was generated. Include any equipment / software used, and info that would be in a lab notebook. 
Rights Any know IP rights associated with the data, including any Creative Commons license associaition
Funders / Grant info Organizations or agencies that provided research funding 
Language Content language when applicable
File names List all data files associate by name and extension (e.g. NWSDWx_20220121.mov)
File formats Format(s) of the data file
File structure Organization of the data files and naming conventions
Versions Date/time stamp for each file, and use a separate ID for each version 
Checksums Checksums to test file integrity over time.