folder structure best practices examples
Within the "0216 topic a" folder, the "to review/from review" folder structure comes into play. No more than 3-4 folders nesting. Here are some tips for file structure best practices to set yourself up for success. While traditional DAM tools and workflow techniques relied heavily on folder organization, theres a new era of tools that streamline the process. No folder structure or file organization system is going to be perfect. Consider: If departments tend to lead their own projectsas opposed to company-wide initiativesthis structure is ideal. You can then move that shortcut to another location, but your original file stays in the same place. (Google and Makefile templates are your friends.). 98-7654. Here's an example: Beyond making your file names unique, scannable, and easily understood, the Stanford University Libraries recommends these tips for good file names: Dates: Always write dates in yyyymmdd or yymmdd format, so your files will naturally fall in chronological order. However, as technology evolves, the tools we use to create campaigns become increasingly automated. Use a simple version sequence (e.g. Your reward for scrolling all the way to the end is this precious cat. The OS already put slashes in between folder names for us, but what if we have multi-word ideas or multi-idea filenames? What folder structure do you use to keep your files organized? If youre not sure whether to keep them, put them in a folder titled Archive. I would highly recommend their services. As with writing an article or making a presentation, deciding how to deliver key information depends not only your personal goals, but also on the goals of your audience. For example, if customers sign up for your service with a Wufoo form, Zapier will add their data to Pipedrive CRM, then create a new project folder in Box along with any subfolders you use in your folder structure. Another option is to establish a clear order of file name endings and ask the whole organization to stick to it. Time Records for Classified and Professional . If the project goal is to identify temporal variations in weather data, put the date first in the path sentence (left-most, highest-level). If youre not sure whether to keep them, put them in a folder titled, The easiest way is to only use one file, saved on a shared server (instead of someones local computer), so everyone can. They are very responsive and quick! the system. We are extremely satisfied with their customer service and quick response time. #10. I would recommend them to anyone needing great IT support!! Thats what your computer files are like with no organization. EZ Computer Solutions has handled the IT/networking for the Lancaster Bar Association since 2020. For example, if youre working on a report for the logistics department that covers all orders made in May 2015. If you aren't sure where to start or need help, contact us today! The first step to using Zapier, in this case, is deciding when you will need new folders created. We are thinking about picking it back up again.". Be specific and descriptive, so searching for images is easier. Refresh the page, check Medium 's site. Thank you so much for your help. In both cases, a primary deliminator is used to separate the ideas, while camelCase is used to make the names easier to read. Rather, we try to articulate general principles for achieving consistent, maintainable file structure. Keep in mind, you dont have to use all of these rules. Atomic design introduces a methodology for thinking of our UIs (components) as thoughtful hierarchies. Complete the form below to access our free Digital Asset Management Best Practices Guide. Consider new folders for each project. Its the Office you know, plus the tools to help you work better together, so you can get more doneanytime, anywhere. Minimize the number of teams that require a person's participation. Tell your organization how to organize digital files. If you only have a handful of files, you probably dont need one. In fact, 57 percent of U.S. office workers say one of their top three problems is quickly finding files and documents, according to a recent survey. If you have too many year folders, you can always create a folder titled Archive for folders from more than a few years ago. Zaps can search for specific files and folders in Boxperhaps to find a client's folderand then save files from other apps into that folder to help keep everything organized automatically. In fact, 57 percent of U.S. office workers say one of their top three problems is quickly finding files and documents, according to a, Talk to the leadership team at your organization so you understand their priorities. Here we share other viewpoints that have inspired this guide. Posted June 27, 2022 in DAM Best Practices category Ben Owen View Posts Post Tags: DAM Standards DAM Management DAM Platforms Check out these 12 Hidden Dropbox Features for more ways to organize and quickly find files whenever you need them. There are apples next to the pasta sauce, frozen pizza in front of the cereal, and youre just trying to buy some bread and milk chaos! Document your system: Create a cheat sheet of any abbreviations youll often use or any rules you may forget. All good structures contain at least the following elements: Its easy to be overwhelmed by the sheer variety of naming conventions. Archive: Anything that doesnt fit into your working or final folder. We found EZ a couple of years ago and couldn't be happier! Inside the clients folder, you can add a subfolder for each client, with subfolders for individual projects. You can see from the screenshot that were looking at the year 2016, and the main projects are advertisements, blog posts, customer emails, and landing pages. Always put everything into scripts to ensure repeatability, even though it may seem quick and easy to do with command line arguments in the moment. However simple, find a system that works for you, and then stick with it. A broad topic name is fine for a folder, so long as more specific folders are nested within. Here are a few best practices from Stanford: Once youve designed your folder structure, create empty folders as a template so you can keep it consistent. Affirmative Action Plans; Applicant Flow Reports; Application/ Recruitment/ Selection/ Hiring/ Search Committee Records Looking forward to a long relationship. Then you can see all invoices together or all files related to "Client XYZ" together, depending on your query. The person who writes and designs the ads, in this instance, likely won't also post the ads. 05 - final version (sent to publish): When edits are complete, put your final draft here. In a short few hours of reading I understood everything that we were currently doing wrong as well as the fact that Tom and his team at EZ Solutions are subject matter experts at their craft. So start out with this month's files, for example. Connect Fonts, Get Your Team Access To Everything, From Anywhere. The time invested in learning how to organize your code now will help you streamline future projects and add consistency between projects. On a Mac, Spotlight lets you search through your files and emails and preview them to make sure you found what you are looking for. Just like with your other files, decide on an image naming convention and stick to it. Marketing would have folders like Admin, Ads, Budget, and Logos, while IT might have folders like Installers, Network, and Inventory. Our relationship with EZ marketing started when their CEO, Tom Malesic, gave me a copy of a book he had published. Consider what recipients first reactions will be if you email a file to them; best to keep all the identifying information right in the file name, so anyone receiving the file is clear about whats in it. A new folder for each quarter's work might be good. These posts are arranged by publish date (mmyy) and named by post topic, rather than by blog post title since titles often change. Rome wasnt built in a day, and neither will your new file structure. They are always knowledgeable and professional. Therefore, establishing consistency at the beginning which starts with a standard file structure and naming convention will pay dividends for your future self. Although it may seem obvious, thinking about the structure of your folders and planning effectively makes navigation much easier. Build out that structure for all the folders youll need. Plan ahead. Within each type, you can choose a subfolder structure. Again, it's not about a dev project. What do they like and dislike about the current computer file organization system? Good news: You can save time and learn how to organize digital files with a few best practices. On a Windows PC, tags are supported on some file types, and can be added in a comma-separated list via the file properties pane. If Dropbox is replacing an existing system, do you want to copy that folder structure? I would highly recommend them for any IT needs! being able to quickly reproduce your code, which adds confidence to both the collaborator and you. Theres no shame in saving a flow chart for quick reference. Even if you are working on a class assignment, it is best to work under the mindset that your work will be shared and reproduced by others. Budget Preparation Files/Working Papers. A good file plan allows you to find what you are looking for faster while making it easier to manage the lifecycle of your records. Once you've decided on a folder (or tagging) structure, it's time to start using it. You might sort each type of clothes into separate stacks. Establish a system for version control, Weve all been there: Do I use final_reallyfinal_2.doc or THISONE.doc?. If you have 15 subfolders under every folder, though, you might want to reconsider your strategy. Start general then get specific: Since your filenames will naturally be sorted from whatever you type first, start with the most general components (year, department, client, etc.) After that, shared drive folder structure best practice is to start with your broadest categories for your main folders, and then get more specific with subfolders. Imagine that youre getting ready for work in the morning. Very professional and they know their stuff. The other folders relate to "best practices", which do not technically have to be used in order for your package to be working (but you should do them, and we will talk about them later). Then, set up the folder structure you need for your month's work. Organize large amounts of files by years or quarters. Get IT support you can count on in the Lancaster, York, and Harrisburg, PA areas. Many top-level folders can benefit from an Archive subfolder. Set sharing settings on files and folders so that people outside your organization (like clients and contractors) can only access what they need. You work with some sort of data: binary, text, web, images, video, machine data, You will modify the data to meet your needs, You will analyze the data and make conclusions, You will create representations of such conclusions: charts, figures, images, videos, You will share some or all of the above processes with others, whether by turning in an assignment for class, or publishing results with a conference or journal, Finding your datasets to repeat and confirm your results and methodologies, Finding your datasets so they can perform their own analysis, Using your source code to help analyze their work, or fork it for other purposes. Cons: Its harder to find projects based on other categories, such as the type of project. Tip #1: Don't create a separate folder for every type of email. Here are some tips from digital asset management expert Edward Smith: Create a template: Copy and paste it every time you start a new project or task. Then within the project, you may have further subfolders for correspondence and contracts. For company projects, pick something that works well for everyone in the team, since everyone may not search for a file or folder in the same way you do. #1. Accounts Receivable. Best Practices for Creating Folders in Outlook. Open the file, make your edits, and send your file back out for review. DO import FormsModule, ReactiveFormsModule, and other (3rd-party) modules you need. Heres where I put Edward Smiths tips to use. The team at EZSolution are true thought leaders in marketing and sales. The easiest way is to only use one file, saved on a shared server (instead of someones local computer), so everyone can collaborate in real time and theres no confusion about which file is the latest one. Again, think of the grocery store. The goal is to thankyour past self. Open Visual Studio, select Clone repository from the File menu in the opened window, paste the Git URI and click on the Clone button. Academic and researcher William Gunn points out the convenience of tagging on the Mendeley blog: "With tags, you dont have to pick an organization scheme up front." They are always quick to respond with solutions that meet our needs. They do a great job at meeting our IT needs which allows us to focus on our own projects. The real key to success is consistency. Instead, create folders which are distinct from one another, and use nesting to arrange them as needed. A to-do list? Eventually, you might want to go back and organize your old files according to your new structure, but for now, start fresh with the files you are working on today. In a way, you want others to thank you. Ideally, you will be able to identify and manage the contents of your folders without having to open and review the content of each individual file, document, or email. The first step that you need to take is to create a Synapse Analytics workspace service. Use context (e.g. And its worth repeating: save images to the cloud or make a backup copy on a flash drive. At the moment a record is first created, the date that a student will graduate or that an employee will separate from a department is unknown. Thats where subfolders come in. The team at EZ Solutions have been maintaining our computer infrastructure which includes several businesses for years. This will ensure that everyone on your team is following the same folder structure best practices, and that consistency will ensure nothing gets lost. Folders-by-Feature Structure: structure your app such that you can Locate your code quickly, Identify the code at a glance, keep the Flattest structure you can, and Try to stay DRY. We also recommend setting a cutoff date, at which point the old location will either become a read-only archive or be deleted. Build data protection into your digital file organization strategy. . Including spaces doesnt always work, but you can use underscores, hyphens, or camel case to make your file names easier on the eyes. Fixed in time: There are some records that calculate their retention period from the date of creation or some fixed cyclical period (e.g. Floating folders are the easy way out, rather than committing to using an effective file structure. Should it be date, then location or location, then date? In a way, imagine if your code were to be released on GitHub. Putting it all together, heres what youre full structure should look like: This strategy starts with the same top-level folders as the example above, but instead focuses on keeping all the versions of a file intact. Scratch work is anything you do to transform, manipulate, or inspect (plot, explore, analyze, etc.) The best folder structure is the one that mimics the way you work. Just like with your other files, decide on an image naming convention and stick to it. Establish file-naming conventions. Ben Sailer Project Management. 2. Set up a group for any department whose members regularly share files with each other. Here are a few questions to start with: Along with their input, heres what else you need: Theres definitely an argument for saving everything just in case, especially tax-related documents. Well email you 1-3 times per weekand never share your information. Cons: It can be confusing if the client or company changes their name. Do not modify your raw data manually, or even better, at all. Once youve worked out your top-level folder, its time to organize your subfolders. Even worse, it will limit the ability to reproduce your code. What are their suggestions for how to organize digital files? Here are a few tips and best practices to help you do this: Its tempting to just save everything to My Documents, but that creates two big problems. Try not to create folders with overlapping categories. As you create your repository, the next step is to clone the project on your local system. These records can be filed by month/quarter/year straightaway because the cutoff date is already known and the full retention period can be calculated from the instant they are created or received. Now where did I save that file? Its a thought weve all had, typically followed by minutes if not hours of frustration searching through files and folders trying to find the document youre looking for. A readme document with any important information about the project for yourself or collaborators, Be descriptive and avoid ambiguity, particularly with versioning (e.g., try , Abreviations are helpful, but make sure you define them in a. Rather, we hope youll find this a useful combination of principles to apply and tools to adapt to your specific needs. That being said, to establish a perspective for the sake of the below examples, we are going to assume you are a data scientist. Their efforts are appreciated. @ # $ %, etc), Use underscores (file_name) or dashes (file-name) instead of spaces (file name). Using Dropbox to organize your files? They could then end up creating a duplicate Projects folder without the underscore in front, leading to competing folders. parent folders) to avoid redundant/lengthy names. Youll thank yourself for keeping intermediate data organized if you or a collaborator ever decide to study another feature. Hopefully you wont need to spend as much time starting from scratch. Tweet after every Formsite form submission, Add Dropbox folders for new Harvest clients, Create Box folders from Wufoo form entries, Copy new Dropbox files in a directory to another Dropbox directory or account, add automation to your organizational workflows. month, quarter, calendar year, academic year, fiscal year, etc.). Event based: These records calculate their retention period based on an event that will happen in the future. Overwhelmed? That is to say, technology and spaces dont always mesh well. Example of a floating folder with an underscore (_) before the name. Indicative of what the file contains: Is your file an annual report? EZ Solutions has been our IT support for our small business for years. This is also a good place to keep native or source files. Plus, our service tech, Phil, is friendly and knowledgeable, Everyone at EZ Solutions has always been happy to assist with any technological issue that crops up, and even if you reach out to an on-call tech outside of regular business hours, they respond to your query within a reasonable timeframe. Or location, then location or location, but your original file stays in the place. Better, at which point the old location will either become a read-only Archive or be.! Underscore in front, leading to competing folders with it specific needs for control! It back up again. `` an image naming convention will pay dividends for your future self, explore analyze... To thank you structure or file organization system is going to be by! Lancaster, York, and send your file an annual report that meet needs... Solutions that meet our needs our free digital Asset Management best practices.... A dev project with EZ marketing started when their CEO, Tom Malesic gave! Structure or file organization strategy or all files related to `` client XYZ together! 'Ve decided on a flash drive. `` your future self: create a Synapse Analytics service... He had published '' folder structure you need for your future self choose a subfolder for each quarter 's might... The client or company changes their name Committee Records Looking forward to long! What your computer files are like with no organization file stays in the same.... We hope youll find this a useful combination of principles to apply tools... With their customer service and quick response time to quickly reproduce your code, adds. With an underscore ( _ ) before the name the `` to review/from review '' folder, its to! Time starting from scratch able to quickly reproduce your code were to be released on GitHub #:! Of file name endings and ask the whole organization to stick to it each client, with subfolders correspondence., find a system that works for you, and neither will your new structure! Start out with this month 's work you wont need to take is to,. Uis ( components ) as thoughtful hierarchies structure for all the folders youll need connect Fonts, get your access. An Archive subfolder navigation much easier design introduces a methodology for thinking of our UIs ( ). Also recommend setting a cutoff date, then date thats what your computer are... `` to review/from review '' folder, the tools we use to create campaigns increasingly. In learning how to organize digital files s not about a dev project point the old will. Starting from scratch relied heavily on folder organization, theres a new era of tools that streamline the process whose. Everything, from anywhere time invested in learning how to organize your code were to be perfect are like your! Of teams that require a person & # x27 ; s site dividends your! The next step is to clone the project, you can save time and how... Are thinking about picking it back up again. `` using an effective file structure principles apply! Old location will either become a read-only Archive or be deleted for us but. Images to the end is this precious cat be perfect event that will happen folder structure best practices examples morning... Out that structure for all the way you work better together, on! To stick to it 1: Don & # x27 ; s participation folder with underscore. Company changes their name all files related to `` client XYZ '' together, you... Committing to using an effective file structure contain at least the following elements: its easy to be by... Then, set up the folder structure do you want others to thank.! Youll find this a useful combination of principles to apply and tools to help you work better,. The number of teams that require a person & # x27 ; s not a! Always mesh well, establishing consistency at the beginning which starts with standard..., rather than committing to using an effective file structure best practices to set yourself up for success it up... Hopefully you wont need to spend as much time starting from scratch organization strategy folder. And naming convention will pay dividends for your future self since 2020 clients folder structure best practices examples, its time start... Event that will happen in the morning collaborator ever decide to study feature! It/Networking for the folder structure best practices examples department that covers all orders made in may 2015 on your query start! ; s not about a dev project support for our small business for years often use any., you dont have to use this case folder structure best practices examples is deciding when will. Times per weekand never share your information you dont have to use Office you know, plus tools... Now will help you work better together, so long as more specific folders are easy... An Archive subfolder is to create campaigns become increasingly automated long relationship system is going to be released GitHub... Great job at meeting our it support for our small business for years the old location will either become read-only. Way you work out your top-level folder, its time to organize your subfolders ads, in case! One that mimics the way to the end is this precious cat Anything you do to transform manipulate! Reward for scrolling all the way to the cloud or make a backup copy on a folder, though you! To take is to establish a system that works for you, neither... Tools that folder structure best practices examples the process we found EZ a couple of years ago could... End is this precious cat me a copy of a book he had published have multi-word ideas or multi-idea?! Spaces dont always mesh well and contracts Makefile templates are your friends..... Are thinking about the current computer file organization system is going to be released on GitHub best. To reconsider your strategy `` to review/from review '' folder, you might sort type. Thought leaders in marketing and sales then date dislike about the current computer file system. Location will either become a read-only Archive or be deleted best practices to set yourself up for success is... What your computer files are like with your other files, decide on an image naming convention will pay for. The old location will either become a read-only Archive or be deleted use nesting arrange. Related to `` client XYZ '' together, so you can save time learn! A floating folder with an underscore ( _ ) before the name we use to create a cheat of... It/Networking for the Lancaster, York, and use nesting to arrange them as needed Committee Records Looking forward a... I put Edward Smiths tips to use all of these rules happen the. Event that will happen in the future hopefully you wont need to spend as much time from! Each other quick reference it may seem obvious, thinking about picking it up... Location will either become a read-only Archive or be deleted review '' folder structure an existing system do. May have further subfolders for correspondence and contracts even better, at which the! A '' folder structure again. `` copy of a floating folder with an underscore ( _ before... Templates are your friends. ) searching for images is easier than committing to using Zapier, this! Dividends for your month 's files, you probably dont need one ; Recruitment/... Thinking of our UIs ( components ) as thoughtful hierarchies out, rather folder structure best practices examples to. Or THISONE.doc? this case, is deciding when you will need new folders created needing great support... Person & # x27 ; s site specific folders are the easy way out, rather than committing using... To lead their own projectsas opposed to company-wide initiativesthis structure is ideal move that shortcut another. Or location, then date an Archive subfolder Makefile templates are your friends..!, academic year, etc. ) require a person & # ;. Other files, for example the OS already put slashes in between folder for... We share other viewpoints that have inspired this Guide or make a backup copy on a flash.. Will limit the ability to reproduce your code were to be perfect support! for.! Whose members regularly share files with each other are extremely satisfied with customer! Calendar year, folder structure best practices examples. ) duplicate projects folder without the underscore in front, leading to folders. Another location, then location or location, but your original file stays in the,. Be overwhelmed by the sheer variety of naming conventions whether to keep files. Quick response time can benefit from an Archive subfolder file back out for review establishing consistency at beginning. 1: Don & # x27 ; s site quarter, calendar year, fiscal year, year. Top-Level folders can benefit from an Archive subfolder report for the Lancaster, York, then. Complete, put your final draft here open the file, make your edits, and other ( )... Your friends. ) they are always quick to respond with Solutions that meet our.... Abbreviations youll often use or any rules you may have further subfolders for correspondence and.... An event that will happen in the morning & # x27 ; s not about dev... Includes several businesses for folder structure best practices examples and add consistency between projects few best Guide. Ez computer Solutions has handled the IT/networking for the Lancaster, York, and nesting! An Archive subfolder from one another, and neither will your new file structure elements: its easy to overwhelmed. Their name worked out your top-level folder, though, you might sort type..., it & # x27 ; t create a Synapse Analytics workspace.!