Module 4: Organize and protect data

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In this post, I provide accurate answers and detailed explanations for Module 4: Organize and protect data of Course 3: Prepare Data for Exploration – Google Data Analytics Professional Certificate.

Whether you’re preparing for quizzes or brushing up on your knowledge, these insights will help you master the concepts effectively. Let’s dive into the correct answers and detailed explanations for each question.

Test your knowledge on how to organize data

Practice Quiz

1. Data analysts use guidelines to describe a file’s version, content, and date created. What are these guidelines called?

  • Naming conventions ✅
  • Naming verifications
  • Naming attributes
  • Naming references

Explanation:
Naming conventions are standardized guidelines used for naming files to describe key aspects like content, version, and creation date, ensuring consistency and easy retrieval.

2. Data analysts use foldering to achieve what goals? Select all that apply.

  • To assign metadata about the folders
  • To organize files into subfolders ✅
  • To keep project-related files together ✅
  • To transfer files from one place to another

Explanation:
Foldering is a method used by data analysts to organize files and group them logically, typically by project or task. This involves creating subfolders to better organize files and keep all project-related files together in one location. However, foldering does not directly involve transferring files between different locations; it’s primarily about organizing and categorizing files.

3. 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
  • copies
  • backups
  • archives ✅

Explanation:
Archives are used to store completed work and reduce clutter. This helps separate current work from past projects and keeps the workspace organized.

4. What is the process of structuring folders broadly at the top, then breaking down those folders into more specific topics?

  • Producing a backup
  • Developing metadata
  • Creating a hierarchy ✅
  • Assigning naming conventions

Explanation:
Creating a hierarchy involves organizing folders in a top-down structure, with broad categories at the top and more specific subfolders underneath.

5. 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?

  • Data_519
  • AirportCampaign_2013_10_09_V01 ✅
  • May30-2019_AirportAdvertisingCampaignResults_Terminals3-5_InclCustSurveyResponses_PLUS_IdeasforJune
  • CampaignData_03

Explanation:
The file name AirportCampaign_2013_10_09_V01 is well-organized, including details like the project name, date, and version number. It provides clear, structured information that makes it easy to locate and update the file.

Test your knowledge on securing your data

Practice Quiz

6. Fill in the blank: Data security involves using _____ to protect data from unauthorized access or corruption.

  • metadata
  • data validation
  • foldering
  • safety measures ✅

Explanation:
Safety measures are techniques and protocols used to protect data from unauthorized access or corruption, ensuring data security. This can include encryption, access control, and backup practices.

7. When using data security measures, analysts can choose between protecting an entire spreadsheet or protecting certain cells within the spreadsheet.

  • True ✅
  • False

Explanation:
Data security measures allow analysts to apply different levels of protection. They can protect the entire spreadsheet or specific cells, depending on the data’s sensitivity and access needs.

8. What tools can data analysts use to control who can access or edit a spreadsheet? Select all that apply.

  • Sharing permissions ✅
  • Filters
  • Tabs
  • Encryption ✅

Explanation:

  • Sharing permissions allow analysts to control who has access to a spreadsheet and what actions they can perform (view, edit, etc.).
  • Encryption secures the data by encoding it, ensuring only authorized users can access or view the content.
  • Filters and tabs do not directly control access or editing permissions.

*Module 4 challenge*

Graded Quiz

9. Fill in the blank: File-naming conventions are _____ that describe a file's content, creation date, or version.

  • general attributes
  • frequent suggestions
  • consistent guidelines ✅
  • common verifications

Explanation:
File-naming conventions are consistent guidelines used to standardize how files are named, ensuring clarity and consistency, and helping identify important details like content, creation date, and version.

10. 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?

  • Metadata ✅
  • Aggregated data
  • Long data
  • Big data

Explanation:
Metadata refers to data about data, providing information such as file names, sizes, types, creation dates, and naming conventions. It is used to organize and describe other data.

11. 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?

  • Elementary_Students_20090221_V03 ✅
  • Sept_ElemtaryStudents_V1
  • ElementarySchoolStudents_EnrollingSeptember2021_PlusRisingMiddleSchool_FJPSKVND
  • Elem_9

12. Data analysts use a process called encryption to organize folders into subfolders.

  • True
  • False ✅

Explanation:
Encryption is used to secure data, not to organize folders. Organizing folders into subfolders is done through foldering, a different process.

13. 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?

  • Duplicating files
  • Destroying files
  • Archiving files ✅
  • Renaming files

14.Data analysts create hierarchies to organize their folders. How are folder hierarchies structured?

  • Broad topics at the top, then more specific topics below ✅
  • Broad topics at the right, then more specific topics at the left
  • Specific topics at the top, then more broad topics below
  • Broad topics at the left, then more specific topics at the right

15. Using encryption to protect data is an example of what?

  • Data validation
  • Data integrity
  • Data ethics
  • Data security ✅

Explanation:
Encryption is a method of data security that protects data by encoding it, ensuring that only authorized users can access it.

16. 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 ✅

17. 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 ✅
  • Survey_Responses
  • Apr-June2020_CustSurvey_V

Explanation:
The file name NewCustomerSurvey_2020-6-20_V03 is effective because it is concise, descriptive, includes the project name, date, and version, and is easily understood.

18. Foldering may be used by data analysts to organize folders into what?

  • Databases
  • Subfolders ✅
  • Versions
  • Tables

19. Data analysts use archiving to separate current from past work. It also cuts down on clutter.

  • True ✅
  • False

Explanation:
Archiving is the process of moving completed project files to a separate location, helping reduce clutter and separating current work from past work.

20. Fill in the blank: Data analysts create _____ to structure their folders.

  • scales
  • sequences
  • ladders
  • hierarchies ✅

21. 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.

  • Sharing permissions ✅
  • Templates
  • Filtering
  • Encryption ✅

22. 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 ✅

Explanation:
Simply hiding tabs does not secure them from access. The tabs can still be unhidden or accessed by someone with the appropriate permissions. More secure methods, such as password protection or access control, are required for data protection.

23. 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 ✅
  • File-naming attributes
  • File-naming references

24. To align file naming and storage practices, it’s useful to develop metadata practices with your data analytics team.

  • True ✅
  • False

25. What process do data analysts use to keep project-related files together and organize them into subfolders?

  • Foldering ✅
  • Encrypting
  • Editing
  • Naming

26. 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
  • Archiving files ✅
  • Destroying files
  • Duplicating files

27. 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 integrity
  • Data security ✅
  • Data ethics

28. What aspects of a file do file-naming conventions typically describe? Select all that apply.

  • Creation date ✅
  • Content ✅
  • Version number ✅
  • Collaborators

29. 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.

  • folder hierarchies
  • classifications
  • metadata ✅
  • version control

30. 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 ✅
  • False

31. 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
  • Moving files from completed projects to another location ✅
  • Reorganizing and renaming current files

32. 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 ✅

Explanation:
 The correct hierarchy is to place broad topics at the top, with more specific topics below. This structure makes it easier to locate files based on general categories first and then drill down into more detailed subfolders.

33. 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.
  • Copy tabs 1-4 into a separate spreadsheet, then share the new file with the client. ✅
  • Make a copy of the spreadsheet, delete tab 5, then share the new file with the client. ✅

Related contents:

Module 1: Data types and structures
Module 2: Data responsibility
Module 3: Database essentials
Module 6: *Course challenge*​

You might also like:

Course 1: Foundations: Data, Data, Everywhere
Course 2: Ask Questions to Make Data-Driven Decisions
Course 4: Process Data from Dirty to Clean
Course 5: Analyze Data to Answer Questions
Course 6: Share Data Through the Art of Visualization
Course 7: Data Analysis with R Programming
Course 8: Google Data Analytics Capstone: Complete a Case Study

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