How to properly organize the nesting of folders for structured and ordered data storage?

How to properly organize the nesting of folders for structured and ordered data storage?

Tips for Organizing Your Google Drive

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answers (2)

Answer 1
July, 2021

The data storage structure can be correct or incorrect only in relation to a certain PURPOSE.

Some people find it convenient to immediately divide files by type: texts, sound files, video files, etc. It is more convenient for others to sort it out by topic, by source, by year.

It would be nice to read something about the theory of classification, which originated in ancient China.

The simplest tips are as follows:

  1. At each level, division is based on ONE understandable sign.

2. The feature is chosen so that the number of options is small (for computers - so that the list fits on the screen).

3. No matter how obvious the list of options, at each level provide for the option "other" (gender: male, female, other).

4. If for any then a regular task requires a group of files, they must lie in the same destination folder.

Answer 2
July, 2021

Correctly as it is convenient for you, it is clear to those whom you want to provide access to the same data, it is not clear to those who should not rummage through your data.
There is no single correct way.
Here are the principles that you can apply and do not apply:
1. For all important data, you need to provide 2-3 additional storage places outside of the computer, tablet, phone. If these are not raw materials for video editing and files with a design of 10-50 gigabytes each, but, for example, a diploma and other texts, in general, something small, store it simultaneously in the cloud and on an external drive. In the case of working with different systems, you will need to either not use NTFS or put firewood on the Mac. There are reliable options for all systems, for example, ExFAT. External hard drives and SSDs must support at least USB3.0 or 3.1.
2. All initial data for surveys and all additional files must also be saved additionally to external media.
3. For the files and documents you are working on, you need to keep the old and intermediate versions, tagging them with dates. You need to store several versions locally: for today, yesterday, week, month. Store more on external media.
4. If possible, check from time to time if previous versions of documents and backups are opening correctly.
5. When an external media starts to glitch or behave strangely, urgently buy a new one and copy everything important there. If the carrier is vinch, it has characteristic sounds when something is wrong with it.
6. Set up yourself a backup with a reliable program or system means and perform it regularly. On a Mac, it's Time Machine.
7. Depending on how the internal disk is partitioned, if there is more than one partition, it is advisable to store documents and files not on the same partition where the system is, and preferably more programs on a separate partition, or even important files separately and everything else separately. If there are several systems on the machine, the necessary files should be available to all of them and, possibly, be on a separate partition.
8. Photo and video. Rule of thumb: keep track of the numbering method in the camera, and make sure that different files do not have the same name. If you find this problem, add the current date to the beginning of the file names, for example. For the format see clause 9. There are free and paid renaming programs for this, and the system can provide something. For example, on macOS, you can select some or all of the files in a folder, right-click (with two fingers on the touchpad) and select Rename. If the renaming program allows, you should use the file creation date, not the current date.
9. Dates in file names are easier to use in Japanese notation: Y-m-d (YYYY-MM-DD). This has two advantages at once. When the year consists of four digits and comes first, it is immediately known that the next month, and then the day. When the year is at the end, the month and day can be in one order or another. If the date is at the beginning of the file, or what is before the date idIdentical, files are sorted in the list by date when sorted by name, and if the year is at the end, they are mixed in a heap.
10. Processed photos and videos must be stored separately from raws in folders by date and topic.
11. Photos and videos directly from the camera. The folder is common for everyone, inside the folder by years, inside the folder by months, inside by dates or by events, personalities, locations. In this case, it is advisable to store the video separately so as not to import it into the post-processing program simultaneously with the photo. Some professional photographers advise to immediately add the date of shooting and the name of the event in Latin letters to the file names. The same folder structure should be on the external drive with the backup.
12. Files for writing can be stored in project folders and be sure to keep a few old backups.
13. Files for tasks can be stored in the task folder, then the folder with the year, then with the month, then with the date, and subfolders before and after for each change.
14. If the program in which you are working allows you to enable the module to make a backup when saving, enable.
15. All training materials can be stored in folders by topic and inside by format.
16. Some versions of some systems start to noticeably dull when you put a lot on the desktop.
17. If your operating system allows tags / keywords, create custom ones.
18. You can put an application like Binder and add files there for projects.
19. Use programs to detect large files and folders, free or paid. For example, on Windows TreeSize and Mac WhatSize and DaisyDisk.
20. Music. It's simple: folders of artists, inside there may be folders of discographies or singles, and in any case folders of albums. It is possible with the indication of the year. You can also make folders in Lossy (mp3, ogg), Lossless formats.
21. Movies. Folders for anime, cartoons, TV series, historical and nonfiction, fiction, further by genre, separately horror films and thrillers, separately detective stories, separately drama, separately Shakespeare. To save space, all this can be on external media, and only what you plan to watch soon can be stored on the internal disk.
22. Valuable data must be stored under a password and, if the system and principles allow, with two-factor authentication. Passwords should be complex and different on all systems. Make sure you don't lose them. In no case do not use obvious things such as the middle name of a loved one and your date of birth.
23. While we are here, an important point: never send your erotic photos and home porn to anyone, and do not leave them easily accessible, otherwise they will most likely pop up somewhere. Especially if you work in a university, school, official or moral phage. Read on the KMP, there are many such stories.
24. All folder and file names should not contain special characters, even if your system allows it. In particular, Mac allows the use of forward slashes in names, do not do like this. I highly recommend not to use the Cyrillic alphabet. Latin only. For what is poured into the Web, the rules are much stricter: only Latin, numbers, a period before the extension, underscore, tilde, hyphen, brackets, and all letters only in lower case.
25. Notes. Extremely important! Do not store passwords and confidential data freely without a password. Make sure you have cloud sync enabled and work fine, or switch to a program with such sync.

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