Here you can find a number of guidelines you better keep in mind when depositing your BAMA thesis in SISA. These guidelines are written for the purpose of long-term storage and aim to guarantee long-term legibility.

Archiving master theses in the library

Students can upload their BAMA thesis in SISA. However, the library only archives master theses, no bachelor theses. After obtaining your master's degree, the deposited master thesis is archived at the library.

Your BAMA thesis consists of one single PDF file

  • Save the file in the PDF/A format and upload in SISA. PDF/A (Portable Document Format Archivable), also known as ISO 19005-1, is a special variant of the well known PDF format and has been specifically developed for archiving.
    More details
  • Your PDF file can be up to 50 MB in size. If your file exceeds this size, check what might be the cause. Usually this is due to images you have added to your text. In applications such as Word, you can reduce the file size by compressing the embedded images when saving.
    More information on reducing the file size in Microsoft Office

  • Make sure your file has the extension .pdf .

In addition to a PDF document, your thesis also contains attachments

It is possible that your BAMA thesis also contains separate attachments, in addition to the PDF file. Please note the following:

  • Compress all associated files in one compressed ZIP file, with the exception of the PDF document of the master thesis itself.
  • The ZIP file may not exceed 300 MB.
  • Upoad the ZIP file and the PDF file in SISA.

Best practices

Beste practices for naming files and folders

  • When you have a lot of attachments, it is preferable to rearrange the files in a logic way in folders and subfolders. Make a readme.txt file in which you explain the structure of folders and subfolders. Save this TXT file in the root of your ZIP file.
  • Files names can only exist of letters, digits, underscores (_) or hyphens (-). So:
    • no spaces
    • no special characters like ~ ` @ # $ % ^ & * ( ) + = { } [ ] : ; “ ‘ | \ / ? > < ,
    • no letters with diacritical marks like é, ç , ä, …
  • Keep the file names meaningful and short (up to 25 characters).

  • File names must be clear for you and your colleagues.

  • When using a sequential numbering system, make sure you use extra zeros for clarity and to ensure the files are sorted correctly. For example, use "001, 002, ... 010, 011 ... 100, 101, etc." instead of "1, 2, ... 10, 11 ... 100, 101, etc".

  • Personal names: last name followed by first name

  • If you are not using automated version control, it is recommended to add a version number to the end of the filename. Our advice, start with V, followed by at least 2 digits (01, 02, 03, ...).

  • If the filename contains a date, please use the notation "YYYYMMDD". 

Best practices for file formats

The choice of your file format has immediate consequences for readability / usability afterwards, for you as well for others. If possible, choose file formats that meet the following criteria:

  • non-proprietary
  • unencrypted
  • uncompressed
  • in common usage by the research community
  • adherent to an open, documented standard
  • interoperable among diverse platforms and applications
  • royalty-free and without intellectual property restrictions
  • developed and maintained by an established open standards organization

Recommended formats

Type of data Recommended formats Acceptable formats
Tabular data with extensive metadata
variable labels, code labels and defined missing values
SPSS portable format (.por) delimited text and command ('setup') file (SPSS, Stata, SAS, ...)

structured text or mark-up file of metadata information, e.g. DDI XML file

proprietary formats of statistical packages: SPSS (.sav), Stata (.dta), MS Access (.mdb/.accdb)
Tabular data with minimal metadata
column headings, variable names
comma-separated values (.csv)

tab-delimited file (.tab)

delimited text with SQL data definition statements

delimited text (.txt) with characters not present in data used as delimiters

widely-used formats: MS Excel (.xls/.xlsx), MS Access (.mdb/.accdb), dBase (.dbf), OpenDocument Spreadsheet (.ods)

Geospatial data
vector and raster data
ESRI Shapefile (.shp, .shx, .dbf, .prj, .sbx, .sbn optional)

geo-referenced TIFF (.tif, .tfw)

CAD data (.dwg)

tabular GIS attribute data

Geography Markup Language (.gml)

ESRI Geodatabase format (.mdb)

MapInfo Interchange Format (.mif) for vector data

Keyhole Mark-up Language (.kml)

Adobe Illustrator (.ai), CAD data (.dxf or .svg)

binary formats of GIS and CAD packages

Textual data Rich Text Format (.rtf)

plain text, ASCII (.txt)

eXtensible Mark-up Language (.xml) text according to an appropriate Document Type Definition (DTD) or schema

Hypertext Mark-up Language (.html)

widely-used formats: MS Word (.doc/.docx)

some software-specific formats: NUD*IST, NVivo and ATLAS.ti

Image data TIFF 6.0 uncompressed (.tif) JPEG (.jpeg, .jpg, .jp2) if original created in this format

GIF (.gif)

TIFF other versions (.tif, .tiff)

RAW image format (.raw)

Photoshop files (.psd)

BMP (.bmp)

PNG (.png)

Adobe Portable Document Format (PDF/A, PDF) (.pdf)

Audio data Free Lossless Audio Codec (FLAC) (.flac) MPEG-1 Audio Layer 3 (.mp3) if original created in this format

Audio Interchange File Format (.aif)

Waveform Audio Format (.wav)

Video data MPEG-4 (.mp4)

OGG video (.ogv, .ogg)

motion JPEG 2000 (.mj2)

AVCHD video (.avchd)
Documentation and scripts Rich Text Format (.rtf)

PDF/UA, PDF/A or PDF (.pdf)

XHTML or HTML (.xhtml, .htm)

OpenDocument Text (.odt)

plain text (.txt)

widely-used formats: MS Word (.doc/.docx), MS Excel (.xls/.xlsx)

XML marked-up text (.xml) according to an appropriate DTD or schema, e.g. XHMTL 1.0

Source: www.ukdataservice.ac.uk/manage-data/format/recommended-formats