First, identify the classification of your data to gain an overview of the types of data you are handling and how they need to be protected. At AAU, the Data Classification Model should be used to classify your data and guide the choice of appropriate processing solutions.

Find the AAU data classification model here:

Some data may also have different specific requirements because it is subject to licensing agreements or restricted by contracts, access rights or collaboration agreements.

Once you have classified your data, the next step is to consider the purpose of the system or platform you need. Different systems are designed for different tasks, so it is important to understand how you intend to work with your data. For example, do you need:

• a system for storing raw data or sharing data with collaborators?
• a tool for analysing interviews, images, code, simulations or large datasets?
• a tool for recording or transcribing audio?
• access to AI tools, language models, chatbots or additional computing power?
• a platform for working with sensitive, confidential or restricted data?

At Aalborg University, researchers have access to systems and platforms that support these different needs and more.

Find an overview of available digital research tools and systems here

Find an overview of High-Performance Computing platforms here

Once you have classified your data and identified what you need to do with it, you should check whether the system or platform is suitable for both your data classification and your intended use.

You can find an overview of available systems and the data classifications they are approved for here

Use names that are short, descriptive and meaningful. File and folder names should make the content easy to recognize and should, where relevant, include information such as the type of work, location, analysis, date or version number. Avoid spaces, slashes and periods in file names; instead, use consistent separators such as underscores, and consider a date format such as YYYYMMDD when dates are relevant. 

Folder structures should provide a reliable way to navigate the data. Agree where different types of files should be stored, and discuss with project partners when new folders need to be created. This helps avoid an excessive number of folders with little content and keeps the structure manageable over time. 

In projects involving multiple disciplines, it may be necessary to agree on terminology early in the process so that data is described consistently across the project. 

Many systems and platforms include version control, but it is a good idea to check how this works before the project begins using them.  

A README file can explain what the data contains, how it should be interpreted, and how it can be used. This is especially important when data is shared across disciplines or when new collaborators need to understand the project quickly. 

Please note that a README file supplements metadata and does not replace it.

You should review and update your Data Management Plan if there are significant changes in your project. This could be changes to the type of data you collect, how the data is stored or processed, who has access to it, or how it will be shared, published or preserved.

Your DMP helps you keep track of important decisions about your research data. By updating it throughout the project, you make sure that it reflects how your data is actually handled, stays aligned with funder requirements, and remains useful when you need to share, publish or preserve your data later. 

You should document the information needed to understand and reuse the data correctly. This may include how the data was collected, processed, structured, named and stored, as well as explanations of variables, file formats, methods and important decisions made during the project.

Aalborg University provides access to different digital tools, systems and platforms for working with research data. 

Which solution is suitable for your project depends on what you need to do with your data and how your data is classified. Always remember to check whether the system or platform is approved for your data classification.

Find an overview of digital tools and systems here

Find an overview of High-Performance Computing platforms here

If you are unsure how to update your DMP, choose a suitable digital tool or platform, or organise and document your data, you can contact CLAAUDIA for guidance.

Read more about CLAAUDIA here

Contact CLAAUDIA here