Lab Data Management: Recommended Practices

Owned by Kimberly Thomas
Last updated: May 16, 2024 by Cyd
2 min read

Many cloud storage services have a shared folder feature that allow the data owner to create a hierarchical structure of folders for collaborating with other users. To this end, there are practices that may be implemented to assist with data management and access control to data.

The following general recommendations may be considered when creating shared folders:

  • The folder at the highest level not be shared. 
  • Applying the Principle of Least Privilege, where users are given access only as necessary. This can help to maximize data security, including fewer opportunities for accidental data overwrites or deletions.
    • Assigning lab members as a 'contributor', allows for files or folders to be created and shared, but may not be deleted. 
    • Assigning lab members with 'content manager' access allows for deleting of files or folders at the folder level where access has been granted.
    • Consider assigning specific lab members the role of 'content manager' to allow for deletions and cleanup at the level which that member will be the primary contributor (e.g. labmember1 is content manager for folder Project1_LabMember1 but only contributor to the parent folder Project1Name).
  • Creating nested folders within the parent folder:
    • For each lab member 
    • For subset(s) of members who share data
  • Using a consistent naming convention (e.g., Project1_LabMemberName).
  • Sharing only necessary folders with individual lab member-user.
  • As appropriate, group leaders create student folders under their own folder and share individually.
    • Note: The Drive owner will have to approve share requests made by group leaders or other delegates working under the PI's permissions.
  • Limiting the number of users who can access a particular folder in order to minimize the potential for accidental data overwrite or deletion. 
  • Developing lab procedures that reflect effective practices for data safeguards, oversight, and retention. We do not recommend that students save a separate copy because of potential data synching issues. However, these recommendations do not prohibit anyone from saving a separate copy of their data locally or in their personal Google Drives.


Example of recommended file structure