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How To Get The Most Out Of Your Research Data

​​The collection and organization of data are an integral and critical part of the research process. Yet, compiling research data is a tricky business. Computer files, paper files, unstructured data, handwritten notes, charts and tables, audio files, large format documents, photographs and video all need organization and searchability to be valuable in the research process.

Micrographics is a full-service data management company with experience helping researchers make the most of their data. Our services include:

  • Organization – Once you create, gather, or start manipulating data and files, they can quickly become disorganized. To save time and prevent errors later on, Micrographics can help you decide how you will name and structure files and folders using best practices such as:

  • Defining the types of data and file formats for the research

  • Choosing meaningful directory hierarchy/naming convention

  • Including important contextual information

  • Organizing folders by primary, secondary, tertiary subject or collection method

  • Choosing a naming convention

  • PDF/A – Micrographics can take all your files and turn them into searchable PDF/A documents making the sorting of data an easy process. Also, converting all your files into a universal format will help you in the collaboration process. All computer users have access to PDF/A. But not all computers have access to the varying programs used in the research process. PDF/A also has longevity. Will the software extensions used in other software programs still be here in 5 years?

  • Conversion Services - Digitization of paper files is key to the organization of your research data. Micrographics can digitize your paper files and photographs and we can also do large format scanning (i.e. digitize maps, blueprints, etc.)

  • Scanner Sales and Installation – If you are collecting forms and paper files on a regular basis, you may want your own scanner system with software that will help you easily transfer this data into the appropriate computer files. Micrographics sells a broad range of scanners and can help you determine which one will be best for your needs. We also offer training and installation. If you have a temporary need for scanners, we also have rental units.

  • Categorization – Micrographics can take your files that are not OCR compatible (handwritten notes, audio files, photos, video, etc.) and categorize them and add metadata for searchability.

  • Storage – If you have large amounts of data and are stretching your servers to their storage limits, we have a cost effective, HIPAA compliant solution that not only protects your data but also gives you an audit trail on data users.

If you need assistance with your research data, please contact Jenni Van Hart at or call (352) 372-6039.

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