How to Store Qualitative Data

Keep all the data in one place. If you have a combination of virtual and physical data, have one specific place for each, such as a particular folder on a network and a particular filing cabinet. Ensure all team members have access to the data.

Transcribe all audio recordings as soon as possible after their collection. Ideally, transcriptions should be double-checked by a team member other than the original transcriber. Use professional transcription service if you are time-pressed, but ensure the transcriber is a native speaker of the language in question, and check the results. If more than one person will be transcribing data, ensure they all use the same method and formatting protocols.

Type up all hand-written notes. Create a simple template for this in a word processor, noting who wrote them, the date they were written and the context.

Make backup copies of all data. All physical documents should be photocopied or scanned ̵1; or both ̵1; and the backup copies should be kept in a separate location to the originals. Computer files should also be kept in more than one physical location, for example, one copy on a computer, one on a memory stick and another on an online location.

Use ̶0;Save As̶1; when making changes to files that will be worked on regularly, and add a version number to them. The project will determine how often to do this, whether that is every day or only when major changes are being made. Never delete old files and data.

Use a consistent file naming custom. Make sure it is descriptive and that each team member understands it.

Check that you have met any privacy or copyright agreements you have made. If you agreed to keep participant identities private, replace their names with a participant code or fake name on the data files. If you are using copyrighted material in your research, ensure that you only publish the data if you have permission to do so.