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SayPro Raw Data Files (audio, transcripts, images if applicable)
SayPro Raw Data Files Management Guide
1. File Categories
| Category | File Types Included | Storage Format Recommended |
|---|---|---|
| Audio | Voice recordings from interviews/FGDs | .mp3, .wav |
| Transcripts | Full or summary text from recordings | .docx, .pdf, .txt |
| Images | Field photos, program activities, participant photos | .jpg, .png |
| Signed Forms | Consent forms, release agreements | .pdf, scanned images |
| Field Notes | Observation notes, diary entries | .docx, .pdf |
2. File Naming Convention
Maintain a clear, consistent file naming format for easy retrieval and analysis:
cssCopyEdit[ProjectCode]_[Location]_[Date]_[FileType]_[ParticipantID]
Example:
CopyEditCS05_Limpopo_2025-05-23_Transcript_F03.docx
CS05_Limpopo_2025-05-23_Audio_F03.mp3
CS05_Limpopo_2025-05-23_Photo_VillageMeeting01.jpg
3. Data Folder Structure
cssCopyEditSayPro_CaseStudy_[Title]/
│
├── Audio/
│ ├── [Location]/
│ └── ...
├── Transcripts/
│ ├── [Location]/
│ └── ...
├── Photos/
│ ├── [Consent_Granted]/
│ ├── [Internal_Use_Only]/
│ └── [NoConsent_DoNotUse]/
├── ConsentForms/
├── FieldNotes/
└── Logs/
└── File_Metadata_Log.xlsx
4. Metadata Log (Tracking Sheet)
Each raw file should be tracked in a metadata log spreadsheet with the following columns:
| File Name | Type | Interviewee Code | Date | Location | Consent Status | Notes |
|---|---|---|---|---|---|---|
| … | … | … | … | … | Verbal/Written | … |
5. Security & Access
- Store all files in a secure, encrypted cloud system (e.g., Google Drive, Dropbox, SharePoint).
- Limit access to authorized research and analysis personnel only.
- If using physical devices (recorders, USBs), ensure:
- They are password protected
- Files are immediately transferred and deleted from devices after upload
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