Important practices in spatial data organization include: Choosing and using file naming conventions, Choosing where to store files, and Setting appropriate permissions for sharing.
Every dataset has a name. How you choose to name your data files can either help or hinder your project. Check out our Data Guide for information about file naming conventions. For GIS data, many of these same conventions apply. For example, You should not use spaces in your file names. Think of spaces like a hole in your file path where a computer command can get lost. The recommended practice is to use Underscores "_" between the text in your filenames. Hyphens "-" can also be used but aren't recommended for GIS data filenames. Read on for some more useful tips.
This could be by date yyyy-mm-dd, by group name, by project name or many other ways. The important thing to ask is, how do I want my files to be sorted in the folder? What logical organization makes sense for how I will want to find the files later? e.g., 20251009_USStreams or 2015_StreamsUS
For files you intend to share, submit, or are part of a group project, you should include your name or the project name somewhere in the file name. This helps someone who finds your data know who created the data. e.g., hydroProject_FLstreams_watershedAnalysis or FLstreams_watershedAnalysis_Smith
This is especially important for GIS projects. You will perform multiple data management operations on a dataset before it is complete and ready for analysis (e.g., join, clip). Then once you begin your analysis you may use a variety of analysis operations to answer your research question(s). e..g., 20251009_USStreams_clipFL_joinWatershed or USStreams_2015_FL_Watershed
Every dataset 'lives' somewhere on your computer or a server connected to the web. For data for your GIS projects, you should store them close to the root of your file directory. For example, a common root on Windows machines is the C:\ Drive: for Macs it is Users\yourname. Long file paths offer more opportunities for errors so create your GIS project files close to these root folders to reduce errors.
If you are planning to share data on a shared workspace like Google Drive or in a shared environment like ArcGIS Online, you should make sure you have set the proper permissions for the datasets. For Google Drive, you can add users to those folders, or share a link that includes permissions. FOr ArcGIS Online, you can share files with Groups, your Organization, or the whole ArcGIS Online community. This also applies to other content like interactive maps, StoryMaps, and Dashboards.
