Storing and Transferring Data Efficiently

Last updated on 2026-07-31 | Edit this page

Estimated time: 50 minutes

Overview

Questions

  • Why do some datasets take up more storage than others?
  • How can I measure the size of my data?
  • What is file compression and when should I use it?
  • When is changing file format an appropriate solution?
  • What are the best ways to transfer data between collaborators?
  • How can I reduce storage requirements without losing important information?

Objectives

By the end of this episode, learners will be able to:

  • Determine the size of files and folders using a graphical file browser.
  • Explain what file compression is and how it works.
  • Compress files and folders using common desktop operating systems.
  • Identify situations where compression is useful and where it is not.
  • Recognise that file formats can affect storage requirements.
  • Evaluate different methods for transferring data.
  • Choose an appropriate transfer method based on data size and project requirements.

The Problem: The Data Is Too Big

Over the last few episodes we have:

  • Organised the folder structure
  • Improved file names
  • Added documentation
  • Chosen an appropriate storage location

The project is now much easier to understand.

Unfortunately, a new problem has appeared.

Your supervisor asks:

“Can you send the cleaned dataset to our collaborator?”

The collaborator has an older lab computer that:

  • Has very little free storage space
  • Has a slow internet connection
  • Cannot easily accept very large files by email

You need to make the dataset as small and transferable as possible without damaging the data.

This situation is common in research.

As projects grow, researchers often encounter:

  • Storage quotas
  • Slow file transfers
  • Limited network bandwidth
  • Data archives that are too large to share easily

Before we can solve these problems, we need to understand how data size is measured.

Challenge

How Could We Make The Data Smaller?

Working in pairs:

What options can you think of for reducing the amount of storage used by a dataset?

Consider:

  • Temporary files
  • File formats
  • Compression
  • Duplicate data
  • Images and media

Write down as many ideas as possible.

After a few minutes, discuss responses as a group.

Common answers may include:

  • Compressing files
  • Deleting duplicates
  • Removing temporary files
  • Choosing more efficient file formats
  • Archiving old outputs
  • Resizing images
  • Removing unnecessary intermediate results

Learners often jump immediately to deleting files.

Emphasise that deletion is usually the last option.

Compression and improved organisation often reduce storage requirements significantly without losing information.

Understanding File Size

Before making data smaller, we need to know:

How large is it now?

In data management we often measure storage using units such as:

KB  (Kilobyte)
MB  (Megabyte)
GB  (Gigabyte)
TB  (Terabyte)

Each step represents a large increase in storage requirements.

For example:

1,000 MB ≈ 1 GB
1,000 GB ≈ 1 TB

As datasets grow, even small improvements can translate into large storage savings.

What Does File Size Represent?

Every file occupies space on a storage device.

Files are ultimately stored as binary data on:

  • Hard drives
  • Solid state drives (SSDs)
  • Network storage
  • Cloud storage

When File Explorer reports that a file is:

250 MB

it is telling us approximately how much storage capacity that file occupies.

Larger files:

  • Require more storage
  • Take longer to transfer
  • Take longer to back up
  • May exceed attachment limits

Understanding file sizes helps us make informed decisions.

Challenge

Viewing File Sizes

The instructor will demonstrate, and you can try it on your own system. Which is the largest file in the example data?

It is big_file.data

Demonstrate both approaches.

Learners often find folder-size properties particularly useful because they rarely realise the information is available.

File Compression

One of the most common ways to reduce storage requirements is compression.

What Is Compression?

Compression reduces the amount of storage required by a file without changing its contents.

It works by storing information more efficiently.

For example:

AAAAAAABBBBBBBBBCCCCCCCC

contains repeated patterns.

A compression tool can represent these patterns more efficiently than storing every character individually.

The result is a smaller file.

Lossless and Lossy Compression

There are two broad forms of compression.

Lossless Compression

Lossless compression preserves all information.

After decompression:

Original File == Restored File

Examples:

  • ZIP
  • GZIP
  • 7Z

These are commonly used for research data.

Lossy Compression

Lossy compression achieves greater size reduction by discarding information.

Examples:

  • JPEG images
  • MP3 audio
  • Some video formats

The resulting file may be smaller, but some original information has been lost.

For research data, lossy compression should be used with care. See LINK

Demonstration: Compressing A Folder

Demonstrate compression on the cleaned project directory.

Show both the original folder size and the compressed archive size.

When Should You Compress Data?

Compression is often useful when:

  • Archiving data
  • Transferring data
  • Emailing files
  • Backing up projects

Examples:

project.zip
results.zip
archive.zip

Compression can significantly reduce transfer times.

When Should You Avoid Compression?

Compression is not always beneficial.

For example:

  • Actively edited files
  • Frequently accessed files
  • Files already compressed

Many formats already include compression.

Examples:

jpg
png
mp4
mp3
pdf

Compressing these files often produces very little size reduction.

Callout

If a file format is already compressed, zipping it again may provide almost no additional benefit for size reduction. It can be used to keep files together or reduce the total number of files you have to deal with.

Challenge

Challenge

How Much Space Can We Save?

Determine the size of the cleaned project folder.

Then:

  1. Create a ZIP archive.
  2. Measure the size of the ZIP file.
  3. Calculate the reduction in size.

Discuss:

  • Was the reduction larger or smaller than expected?
  • Why do you think this happened?

Results will vary depending on the data.

Text files and spreadsheets often compress well.

Images, video, and already-compressed formats may show little improvement.

File Formats And Storage

Compression is not the only way to reduce file size.

Sometimes the format itself matters.

Different file formats store information differently.

For example:

report.docx
report.pdf
report.txt

all contain text but may occupy different amounts of storage.

Similarly:

image.bmp
image.png
image.jpg

can have dramatically different sizes.

Switching from a human readable format to a binary (computer readable) format can also significantly reduce the file size and the speed of reading and writing the file.

An Example: Bitmap Images

Suppose we save the same image as:

sample.bmp

A bitmap stores every pixel explicitly.

This often results in a large file.

The same image saved as:

sample.png

may be significantly smaller because PNG uses lossless compression internally.

The image looks the same, but storage requirements differ.

Trade-Offs

Smaller files are not always better.

Changing formats may affect:

  • Data quality
  • Software compatibility
  • Metadata support
  • Long-term preservation

For example:

CSV

is highly portable and easy to share.

However:

Excel

supports multiple sheets and richer formatting.

Neither format is universally superior.

The best format depends on your intended use.

Looking Ahead

We will discuss choosing data formats in much more detail in a later episode.

Discussion

How Have You Shared Data Before?

Think about the last time you shared research data.

How did you do it?

Examples might include:

  • Email attachments
  • OneDrive links
  • SharePoint
  • USB drives
  • Shared network storage
  • Cloud platforms

What limitations did you encounter?

Caution

This is not legal advice. Before transferring files check your project’s data management policy for the type of data you are handling, or contact the relevant department at your institution.

Methods For Transferring Data

Different transfer methods are appropriate for different situations.

Email Attachments

Suitable for:

  • Small files
  • Documents
  • Individual figures
  • Non-private data

Email is generally unsuitable for large datasets and personal data.

Suitable for:

  • Collaborative projects
  • Medium-sized datasets
  • Shared documents

Shared Project Storage

Suitable for:

  • Ongoing collaborations
  • Research teams
  • Institutional projects

Globus

Globus is commonly used in research environments for transferring large datasets.

Suitable for:

  • Large research datasets
  • HPC environments
  • Multi-gigabyte or multi-terabyte transfers

Institutional File Drop-off Service

Some institutions have a file drop off service, such as Newcastle University’s Drop-off

Suitable for:

  • Medium sized data sets

Skip this if your institution does not have a file drop-off service.

Callout

A Note On Command-Line Tools

Large-scale research computing environments often use command-line transfer tools such as:

rsync
scp
sftp

These tools are extremely powerful and commonly used on HPC systems.

However, they are beyond the scope of this lesson.

Sharing Personal and Confidential Data

As discussed in the previous lesson, additional precautions need to be taken when storing personal or confidential data. Likewise, additional care is needed when sharing these types of data.

One option is to encrypt your data before sending it to colleagues. The password for decrypting the data should always be shared separately.

Newcastle University offers a File Transfer Service, which can encrypt data before transferring it and will also notify you when someone accesses the data. Services such as these offer additional security over email, which is not recommended for moving personal or confidential data. Email passes from you to the destination through a number of intermediate servers. If any link in the chain is exposed, the data can be leaked. This vulnerability is why companies rarely email you your bills, but instead offer secure websites for viewing them 1, 2.

Using OneDrive and Sharepoint to transfer files is an alternative to sending the data as a copy. If you send data as an email or via the File Transfer Service, you give the recipient a copy of your data. Using University OneDrive or Sharepoint only provides access to the original data. If an email is sent in error, you can remove the share link or revoke permissions to make the data inaccessible again (as long as the recipient as not copied it). This approach helps reduce errors such as sending data to the wrong email address or attaching the incorrect document.

Sanitising Your Data

When moving data, you need to ensure you only send the intended data. You need to check not only the contents of your files, but also any file metadata, documentation, file headers etc. For example, software often auto-generates metadata, such as the name of the creator, date created, the name of the last modifier, and date and time of the last modification, that is stored and transferred with the file.

Further Learning

Learners interested in transferring data to servers or HPC systems should consider attending:

  • Carpentries Shell/Bash workshops
  • HPC training courses

These courses cover tools such as rsync in more detail.

Challenge

Challenge

Choosing A Transfer Method

Match the transfer method to the scenario.

  1. A 5 MB document for a colleague.
  2. A 300 MB dataset shared among a research group.
  3. A 2 TB dataset for HPC processing.
  4. A published dataset accompanying a paper.

Discuss your choices with a partner.

Example answers:

  1. Email attachment.
  2. OneDrive, SharePoint, File Drop-Off service, or shared project storage.
  3. Globus or institutional research storage.
  4. Repository such as Zenodo.

The important consideration is matching tools to scale and purpose.

Looking Ahead

We now know how to:

  • Measure storage usage
  • Compress data
  • Reduce transfer sizes
  • Choose transfer methods

The next challenge is deciding what data should actually be kept.

In the next episode we will explore:

  • Data lifecycles
  • Archiving
  • Retention policies
  • Digital waste

and discuss how to make sensible decisions about what data should remain part of a project and what can be removed.

Key Points
  • Storage space and transfer speed are important practical considerations in research.
  • File size can be measured using file browser tools.
  • Compression reduces file size and is particularly useful for archiving and transfer.
  • Lossless compression preserves data and is generally preferred for research data.
  • Some file formats are more storage-efficient than others.
  • Choosing a different file format may involve trade-offs.
  • Different transfer methods are appropriate for different dataset sizes.
  • Large research datasets often require specialist transfer tools.
  • Understanding your data helps you make informed decisions about storage and transfer.