Week 4: Organizing and Protecting Your Data
Introduction to Detection and Incident Response
Organizational skills are a very essential aspect when considering a career in data analytics; one of the techniques that makes such a difference is archiving. The use of past and current works helps a data analyst to structure and organize the system properly. By studying this portion of the Coursera Google Data Analytics Professional Certification, you will learn how to organize and protect your data adequately. It introduces various tools and systems that would help track progress in a dataset.
The course will also cover importance of file naming conventions as well as further best practices in terms of how these strategies contribute to consistency and order in a project. Proper organization of data will not only save time while developing but also ensure the accuracy of result when shared to the stakeholders. Learning these basic principles will set up a strong foundation for building efficient data products.
Learning Objectives
- Identify Secure Steps in Data Connectiviity
- Understands the Significance of File Naming Conventions in Data Analysis
- Best Practices in Organizing and Managing Data
Test your knowledge on how to organize data
1. Data analysts use archiving to separate current from past work. it also cuts down on clutter.
- Reviewing current data files to confirm they’ve been cleaned
- Reorganizing and renaming current files
- Moving files from completed projects to another location (Correct)
- Using secure data-erase software to destroy old files
Correct: Archiving is defined as the procedure of taking files related to accomplished projects and putting them within specific storage space. This declutters current active working space and keeps past work for future reference. For data analysts, archiving presents an opportunity to maintain a clean and organized workspace and at the same time safeguard all important historical information.
2. Data analysts use guidelines to describe a file’s version, content, and date created. What are these guidelines called?
- Naming references
- Naming attributes
- Naming conventions (Correct)
- Naming verifications
Correct: What are naming conventions? Naming conventions are organized norms for designating files based on contents, dates, versions, or other relevant details. These conventions maintain uniformity and clarity in file naming, which makes identification, organization, and retrieval straightforward. Using naming conventions saves time for all data analysts while organizing proper and easily accessible systems.
3. Data analysts use foldering to achieve what goals? Select all that apply.
- To organize files into subfolders (Correct)
- To keep project-related files together (Correct)
- To assign metadata about the folders
- To transfer files from one place to another
Correct: Data analysts create a folder structure to categorize various project files so that they can be classified into secondary subfolders.
4. Fill in the blank: To separate current from past work and reduce clutter, data analysts create _____. This involves moving files from completed projects to a separate location.
- structures
- backups
- copies
- archives (Correct)
Correct: Data analysts set up archives to distinguish work only undertaken at present from that completed in the past and ultimately to try to reduce clutter.
5. What is the process of structuring folders broadly at the top, then breaking down those folders into more specific topics?
- Creating a hierarchy (Correct)
- Producing a backup
- Assigning naming conventions
- Developing metadata
Correct: The activity referred to as constructing a hierarchy is to arrange the broad general categories on top and then subdivide them within more specific topics.
6. Successful file naming conventions include information that’s useful when trying to locate or update a file. Which of the following is an effective file name?
- AirportCampaign_2013_10_09_V01 (Correct)
- Data_519
- CampaignData_03
- May30-2019_AirportAdvertisingCampaignResults_Terminals3-5_InclCustSurveyResponses_PLUS_IdeasforJune
Correct: A file name like “AirportCampaign_2013_10_09_V01” is efficient since it is appropriately concise but has most of the key details, including the project name, date of creation, and version.
Test your knowledge on securing your data
1. Fill in the blank: Data security involves using _____ to protect data from unauthorized access or corruption.
- metadata
- data validation
- safety measures (Correct)
- foldering
Correct: The measures that security implement concern all possible at present, of unauthorized access, theft or corruption of data.
2. When using data security measures, analysts can choose between protecting an entire spreadsheet or protecting certain cells within the spreadsheet.
- True (Correct)
- False
Correct: There are many options for applying measures related to data security that analysts can adopt, such as protecting a complete spreadsheet, securing individual pages inside it, and also locking specific cells.
3. What tools can data analysts use to control who can access or edit a spreadsheet? Select all that apply.
- Sharing permissions (Correct)
- Encryption (Correct)
- Filters
- Tabs
Correct: Data analysts deal with encryption and sharing rights to keep the access and editing rights on a spreadsheet.
Prepare Data for Exploration Weekly Challenge 4
1. A data analytics team labels its files to indicate their content, creation date, and version number. The team is using what data organization tool?
- File-naming verifications
- File-naming conventions (Correct)
- File-naming attributes
- File-naming references
Correct: The team uses conventions for naming files, which are standardized rules that indicate what a file is about, the date of its creation, or even its version.
2. A data analytics team uses data about data to indicate consistent naming conventions for a project. What type of data is involved in this scenario?
- Big data
- Long data
- Aggregated data
- Metadata (Correct)
Correct: Metadata is defined clearly as data about other data. Good practices of metadata could help analytics teams in creating consistent naming conventions and helping organize storage of their files.
3. A data analyst is working with a file from a customer satisfaction survey. The survey was sent to anyone who became a customer between April and June, 2020. Which of the following is an effective name for the file?
- April_May_June_2020_Responses_to_New_Customer_Survey_ANALYSISDATA_928310
- NewCustomerSurvey_2020-6-20_V03 (Correct)
- Survey_Responses
- Apr-June2020_CustSurvey_V
Correct: The file name “NewCustomerSurvey_2020-6-20_V03” is very appropriate as it is brief enough yet gives critical information on the name of the project, the date of creation, and the version.
4. Foldering may be used by data analysts to organize folders into what?
- Tables
- Versions
- Databases
- Subfolders (Correct)
Correct: Data analysts may use foldering to properly structure and make accessible main folders into subfolders.
5. Data analysts use archiving to copy and keep backups of important files. These backups are used if original files are lost.
- True
- False (Correct)
Correct: Archive is the tool by which data analysts segregate the ongoing from the past. It usually involves moving files, which have helped complete a project from their main space to a separate storage area.
6. Data analysts create hierarchies to organize their folders. They do this by structuring folders by specific topics at the top, then more broadly below.
- True
- False (Correct)
Correct: A hierarchy is then given to all data analysts, that is at the top-most level broad or very general, followed by more specific items at the lower levels.
7. A data analyst wants to ensure only people on their analytics team can access, edit, and download a spreadsheet. They can use which of the following tools? Select all that apply.
- Filtering
- Sharing permissions (Correct)
- Encryption (Correct)
- Templates
Correct: Managing access as well as editing rights for a spreadsheet involves encryption and sharing permissions, which data analysts do use.
8. To reduce clutter, a data analyst hides cells that contain long, complex formulas. To view the formulas again, the analyst will need to adjust the spreadsheet sharing or encryption settings.
- True
- False (Correct)
Correct: To unhide another cell, simply use the unhide feature. Hiding data is not a way of protecting it.
9. Data analysts use a process called encryption to organize folders into subfolders.
- True
- False (Correct)
Correct: Foldering, as seen by data analysts, will arrange folders in subfolders to provide a very ordered and systematic organization.
10. A data analyst completes a project. They move project files to another location to keep them separate from their current work. This is an example of what process?
- Renaming files
- Duplicating files
- Destroying files
- Archiving files (Correct)
Correct: An example of archiving files is moving project files to a different location where they are separate from any ongoing work.
11. A data analyst wants to share spreadsheet tab A with their team. They’re still working with tabs B and C, and they don’t want their team members to access them yet. Hiding tabs B and C will protect them from being accessed.
- True
- False (Correct)
Correct: Hiding tabs B and C will not protect them from being accessed.
12. A data analytics team labels its files to indicate their content, creation date, and version number. The team is using what data organization tool?
- File-naming attributes
- File-naming references
- File-naming conventions (Correct)
- File-naming verifications
Correct: The team is sticking to file naming conventions. That would be standardized guidelines for content, creation date, or amount of version for a file.
13. To align file naming and storage practices, it’s useful to develop metadata practices with your data analytics team.
- True (Correct)
- False
Correct: Set up metadata practices with your data analytics team for file naming and storage standardization.
14. Data analysts use naming conventions to help them identify or locate a file. Which of the following is an example of an effective file name?
- Elem_9
- Sept_ElemtaryStudents_V1
- Elementary_Students_20090221_V03 (Correct)
- ElementarySchoolStudents_EnrollingSeptember2021_PlusRisingMiddleSchool_FJPSKVND
Correct: A very good file name is Elementary_Students_20090221_V03, which is short but contains the main project name, the date of creation, and version number.
15. Data analysts use archiving to separate current from past work. What does this process involve?
- Using secure data-erase software to destroy old files
- Reviewing current data files to confirm they’ve been cleaned
- Reorganizing and renaming current files
- Moving files from completed projects to another location (Correct)
Correct: Archiving is generally the act of moving completed project files to a new place for storage and organization.
16. Fill in the blank: Data analysts create _____ to structure their folders.
- sequences
- ladders
- hierarchies (Correct)
- scales
Correct: As an example of using hierarchies, data analysts usually structure their folders with broader top-level topics with lower-level more specific topics instead.
17. Using encryption to protect data is an example of what?
- Data validation
- Data integrity
- Data ethics
- Data security (Correct)
Correct: Encrypting data is an essential aspect of data security, wherein sensitive information is not exposed to unauthorized access.
18. What process do data analysts use to keep project-related files together and organize them into subfolders?
- Naming
- Foldering (Correct)
- Editing
- Encrypting
Correct: Project-related files contain organized subfolders under main folder creation by data analysts.
19. A data analyst creates a spreadsheet with five tabs. They want to share the data in tabs 1-4 with a client. Tab 5 contains private information about other clients. Which of the following tactics will enable them to keep tab 5 private? Select all that apply.
- Rename tab 5 to include the word “private” then share the spreadsheet with the client.
- Hide tab 5, then share the spreadsheet with the client.
- Make a copy of the spreadsheet, delete tab 5, then share the new file with the client. (Correct)
- Copy tabs 1-4 into a separate spreadsheet, then share the new file with the client. (Correct)
Correct: Copying tabs one to four into a different file and then sharing that file with the client will keep tab five private. Making a copy of the spreadsheet, deleting tab five, and then sharing that new file to the client will also keep that tab five hidden.
20. What aspects of a file do file-naming conventions typically describe? Select all that apply.
- Collaborators
- Creation date (CORRECT)
- Version number (CORRECT)
- Content (CORRECT)
Correct: The conventions of file naming typically describe the contents of files, their dates of creation, and version numbers to provide standardization and organization in how files will be named.
21. To align file naming and storage practices, it’s useful to develop metadata practices with your data analytics team.
- True (CORRECT)
- False
Correct: Consistency in metadata practices can save you a great deal when working with your analytics team in order to standardize file naming and filing practices.
22. A data analyst creates a file that lists people who donated to their organization’s fund drive. An effective name for the file is FundDriveDonors_20210216_V01.
- True (CORRECT)
- False
Correct: It is a very effective name because it provides all the necessary information on the good project, creation date, and version in a very short space, for example: FundDriveDonors_20210216_V03.
23. Data analysts create hierarchies to organize their folders. How are folder hierarchies structured?
- Broad topics at the left, then more specific topics at the right
- Broad topics at the top, then more specific topics below (CORRECT)
- Broad topics at the right, then more specific topics at the left
- Specific topics at the top, then more broad topics below
Correct: Folder hierarchies are categorized by broad topics in the uppermost levels and specific topics in the elaborated levels that follow.
24. A data analyst adds sharing permissions to limit who can edit the data contained within a file. This is an example of what?
- Data validation
- Data ethics
- Data security (CORRECT)
- Data integrity
Correct: Data security includes the access restriction of sensitive information using the example of a data analyst who adds sharing permissions for restricting who can edit data within a file.
25. To reduce clutter, a data analyst hides cells that contain long, complex formulas. To view the formulas again, the analyst will need to adjust the spreadsheet sharing or encryption settings.
- True
- False (CORRECT)
Correct: Unhiding hidden cells is all very simple as hiding data does not offer effective protection.
26. Fill in the blank: File-naming conventions are _____ that describe a file’s content, creation date, or version.
- common verifications
- frequent suggestions
- consistent guidelines (CORRECT)
- general attributes
Correct: File naming conventions are essentially standard guidelines to show what sort of content a file may have, when it was being created and the version within which it exists. These would ensure the same organization maintained throughout.
27. Fill in the blank: A data analytics team uses _____ to indicate consistent naming conventions for a project. This is an example of using data about data.
- classifications
- version control
- metadata (CORRECT)
- folder hierarchies
Correct: This is a case where one utilizes data about data to enable organization and standardization; for example, a team working in data analytics uses metadata to arrive at the consistent naming convention for a specific project.
28. Data analysts use a process called encryption to organize folders into subfolders.
- True
- False (CORRECT)
Correct!
Organizing and Protecting Your Data CONCLUSION
Organization skills are essential for a professional data analyst. In this course, you’ll uncover best practices for organizing data and securing it. You’ll also discover how analysts use file naming convention to stay organized. Join the experience on Coursera today; this may set you on your journey to becoming a data analyst!