Most of us continually struggle to organize the chaos in our personal and professional lives. It is probably safe to say that none of us intend for our files to become disorderly, but without planning they usually do. Whenever we create and share documents, there is a need to standardize and organize files into a logical structure. The concept is quite simple, doing so is not always so simple.
There is no one-size-fits-all approach that works universally for everyone. If you ask ten people how to organize there files, you will likely get ten (or more) different answers. The most important thing is to develop a system that works for you and your team, and then to adhere to it consistently.
Large portions of this post will offer guidance for organizing files at work, but the same principles can also help sort out files at home.
There is no one-size-fits-all approach that works universally for everyone. If you ask ten people how to organize there files, you will likely get ten (or more) different answers. The most important thing is to develop a system that works for you and your team, and then to adhere to it consistently.
Large portions of this post will offer guidance for organizing files at work, but the same principles can also help sort out files at home.
Develop naming conventions
A well thought out file name is arguably the most important step in organizing digital files and locating them when needed. Your file names should be specific, so that later you will know what is in the file without having to actually open it.
So what makes a good file name? The answer, well that depends on you and your teammates. Below are some helpful tips when you are developing a file naming standard.
So what makes a good file name? The answer, well that depends on you and your teammates. Below are some helpful tips when you are developing a file naming standard.
- As you are naming files, imagine you or a coworker are searching for this document in the future. Create a filename that contains the pieces of information you will use to search for it.
- Consider breaking down the complete filename into sections that contain information such as department, category, type, topic, date, recipient, or other information that would be helpful.
- Develop and use standard abbreviations such as "MTG" for meeting or "ACTG" for accounting. This makes the file names more descriptive while keeping them shorter.
- Be consistent in file name structure with regard to segmentation, case, spaces, hyphens, underscores, length, or other factors. Document them for future reference and to orient new employees.
- Each of us processes information differently; what is logical to me, might confuse you. Try bringing collaborators together to discuss file naming conventions, develop formal standards, and agree to follow them.
Consider searchability when saving files
When we are looking for a file created by a co-worker, or a file we haven't thought about for a long while, it can be frustrating searching through hundreds or thousands of files. A few extra seconds spent when we create a file, can save hours of looking for it later. Below are some tips that can help organize your electronic files.
- File as you go, the best time to file a document is when you first create it. The subject will probably be more clear than it is when you click save. It is helpful to put them in the right place in the first place.
- Order your files for your convenience. Place frequently accessed folders or files at the top of the list, or sort in a particular order by prefixing them with numbers or special characters.
- Order the elements of the file name so that you can sort and group them when searching. If you want files grouped by year, place the year at the beginning of their file names.
- Files can also be grouped by document category if prefixed with that category such as “memo”, “agenda”, and so on.
- Many applications allow you to create metadata that is saved with the file such as author, title, subject, category, and so on. If you make a habit of populating these fields it will help when searching. It also helps you consider searchability at the time of creation.
- It is helpful to compile a list of keywords that will help you later find the file, by placing the words in the document and in the Keywords metadata if the application supports it. This also causes us to consider how we might look for the file while we are saving it.
- If it is appropriated to do so, put the path and filename in the document, this is very helpful when you are searching for the digital source of a printed document.
- It can be helpful to separate current and completed work. Create a folder for the files you are actively working on, reducing the number of files you need to search through daily. Move the files as soon as they are final to a permanent location.
- Cull your files regularly, keeping your folders uncluttered by clearing out the obsolete or expired files. Make sure to comply with corporate policies and do NOT delete business records unless you are absolutely certain they will not be needed again. If you are uncertain, move to a folder called “Archive” or "Inactive" with the date of the cleanup. If you have't needed them since your last cleanup, you can more confidently delete them.
Create a formal "File Plan"
Take a moment to consider your paper files, folders and cabinets; organizing the file system is very similar. It would not make much sense to have a folder for every individual record you receive. On the other hand, it would not be helpful to place all files in a big drawer without sorting them into folders by department, category, type, or whatever makes sense.
Companies with an effective filing system for their physical records, usually have a filing plan that is formalized and documented. They periodically review their filling system to ensure that it remains effective and train employees in its usage. It would make sense to spend as much or more effort organizing our digital filing systems.
If you have a well organized filing cabinet, chances are you won't have much difficulty setting up a similar filing system on your hard drive, as the basic organizational principles hold true. In the event your filing cabinet could be better organized, you'll likely run into the same problems when organizing the files on your hard drive or network.
Companies with an effective filing system for their physical records, usually have a filing plan that is formalized and documented. They periodically review their filling system to ensure that it remains effective and train employees in its usage. It would make sense to spend as much or more effort organizing our digital filing systems.
If you have a well organized filing cabinet, chances are you won't have much difficulty setting up a similar filing system on your hard drive, as the basic organizational principles hold true. In the event your filing cabinet could be better organized, you'll likely run into the same problems when organizing the files on your hard drive or network.
Consider security early and often
We should consider security through the entire file system design process. Folder security should be like a funnel with more access towards the top and less access as you move down through. It is difficult to manage security when users need access to a folder that is nested in a folder that they should not have access to. This can unintentionally and unknowingly create wholes in security.
Security should be based on groups rather than users even if only one person is in the group. Once the security is applied, new users can be granted access by placing in the appropriate group for their role. This method does not have to make any modifications to the files or folders. However to add an individual user the security information has to be rewritten on every file and subfolder that inherits permissions. On large folders, this can take many hours to complete.
When a new employee is hired, IT is often asked to just make the new person have the same rights as this existing user. If folders were structured with security in mind and groups are used appropriately, this is simple - just put them in the same groups. However if individuals user accounts are used on files, this can be very time consuming process, this would require scanning files to determine which the first user has rights to and then rewriting the security on the files.
Another issue is when users leave and their accounts are deleted, the security on the file still has the account in the access list, which shows up as a long security ID that cannot be resolved.
Security should be based on groups rather than users even if only one person is in the group. Once the security is applied, new users can be granted access by placing in the appropriate group for their role. This method does not have to make any modifications to the files or folders. However to add an individual user the security information has to be rewritten on every file and subfolder that inherits permissions. On large folders, this can take many hours to complete.
When a new employee is hired, IT is often asked to just make the new person have the same rights as this existing user. If folders were structured with security in mind and groups are used appropriately, this is simple - just put them in the same groups. However if individuals user accounts are used on files, this can be very time consuming process, this would require scanning files to determine which the first user has rights to and then rewriting the security on the files.
Another issue is when users leave and their accounts are deleted, the security on the file still has the account in the access list, which shows up as a long security ID that cannot be resolved.
Keep it as simple as possible
Albert Einstein said “everything should be as simple as it can be, but not simpler”, this very much applies to file systems. We should focus on keeping our file structures as simple as possible, while meeting our security and organizational needs.
In an effort to organize files, companies often develop elaborate folder structures that are many layers deep. While nested folders can provide greater organization, having too many layers can add to confusion. The fact is, when users cannot easily find an appropriate location to save a file, the tend to get dumped in an inappropriate place.
Many companies find it is best to try to keep their folder depth to two or three levels deep, and use file naming conventions to further organize files. It can take a little more thought on the front end to do this, but the extra thought often yields more organized results.
Another reason to keep folder path short, is to allow more space for descriptive filenames. There is a Windows limitation of 256 characters. When there are six layers of folder names in the path, that leaves less room for the file name. If this limitation is exceeded users will difficulty opening files.
Securing deep folder structures can be challenging, as users may need access to a folder that is deep inside a folder that they should not be accessed.
In an effort to organize files, companies often develop elaborate folder structures that are many layers deep. While nested folders can provide greater organization, having too many layers can add to confusion. The fact is, when users cannot easily find an appropriate location to save a file, the tend to get dumped in an inappropriate place.
Many companies find it is best to try to keep their folder depth to two or three levels deep, and use file naming conventions to further organize files. It can take a little more thought on the front end to do this, but the extra thought often yields more organized results.
Another reason to keep folder path short, is to allow more space for descriptive filenames. There is a Windows limitation of 256 characters. When there are six layers of folder names in the path, that leaves less room for the file name. If this limitation is exceeded users will difficulty opening files.
Securing deep folder structures can be challenging, as users may need access to a folder that is deep inside a folder that they should not be accessed.
Classify and index file system
Successful file management practices usually involve a well defined a classification system. Filenames are generated based on information that can readily identify the owner, the subject, location, record type and/or other information.
Indexing also makes this possible used alone or in conjunction with a good classification system. Indexing can be a manual process of listing documents, their location and other information. However, there are many products now that will crawl (similar to the way search engines index web pages on the internet) files creating an index of important metadata about the file. These are searchable and return results much faster than traditional search tools.
Indexing also makes this possible used alone or in conjunction with a good classification system. Indexing can be a manual process of listing documents, their location and other information. However, there are many products now that will crawl (similar to the way search engines index web pages on the internet) files creating an index of important metadata about the file. These are searchable and return results much faster than traditional search tools.
Designing a file system structure
There are many ways to organize the file system and they vary between organizations, divisions, departments and individuals. There is no single right way to do it; the decision should be made based on what works for you (and those you work with) and how your work flows.
Below are some of the most common, often a hybrid structure with aspects of each might be a part of a complete file system.
Organization Based
It is common for companies to structure their folders in a way that mirrors their organizational chart. This approach does have advantages, particularly from a security standpoint. If a person is a member of accounting, they would have access to the accounting folder. This model provides an innate logical structure and works particularly well in some environments. It is most useful when there is little interdepartmental file sharing and organizational structure does not change often.
If organizational changes are common, it can be a challenge keeping folder names up to date. As departments are renamed, consolidated, eliminated, added, or moved to different divisions, it may require changing folder names to keep them in sync. Changing the folder name or location may cause broken links in other documents and confusion to those used to accessing them in a particular location. As files become linked to other documents, those links have to be updated as the folder names change.
Interdepartmental sharing can also be a challenge in this model. As users requests permissions for users outside the department, they often need access to specific folders that are nested within folders that the user should not have access to. This creates issues with inheritance and creates a great deal of overhead managing security.
Process Based
Another option for areas that struggle with an organizational hierarchy is to use a process-based file structure. When a process work flow requires access by multiple groups, a folder that allows various groups associated with that process is helpful. Projects would be a good example, where there are aspects of accounting, project management, documentation, and so on. Then groups or individuals that are involved in the process would be granted access to areas based on what they participate in.
This approach often takes careful thought and planning on the frontend, but once in place can remain static. This is then not affected by organizational changes.
Topical Based
One option is to group records into types and create folders for a specific type of data. For example, a folder named Policies could contain all approved company policies for all departments in single folder. This can also be used in conjunction with other strategies, such as an organizational structure beneath.
Below are some of the most common, often a hybrid structure with aspects of each might be a part of a complete file system.
Organization Based
It is common for companies to structure their folders in a way that mirrors their organizational chart. This approach does have advantages, particularly from a security standpoint. If a person is a member of accounting, they would have access to the accounting folder. This model provides an innate logical structure and works particularly well in some environments. It is most useful when there is little interdepartmental file sharing and organizational structure does not change often.
If organizational changes are common, it can be a challenge keeping folder names up to date. As departments are renamed, consolidated, eliminated, added, or moved to different divisions, it may require changing folder names to keep them in sync. Changing the folder name or location may cause broken links in other documents and confusion to those used to accessing them in a particular location. As files become linked to other documents, those links have to be updated as the folder names change.
Interdepartmental sharing can also be a challenge in this model. As users requests permissions for users outside the department, they often need access to specific folders that are nested within folders that the user should not have access to. This creates issues with inheritance and creates a great deal of overhead managing security.
Process Based
Another option for areas that struggle with an organizational hierarchy is to use a process-based file structure. When a process work flow requires access by multiple groups, a folder that allows various groups associated with that process is helpful. Projects would be a good example, where there are aspects of accounting, project management, documentation, and so on. Then groups or individuals that are involved in the process would be granted access to areas based on what they participate in.
This approach often takes careful thought and planning on the frontend, but once in place can remain static. This is then not affected by organizational changes.
Topical Based
One option is to group records into types and create folders for a specific type of data. For example, a folder named Policies could contain all approved company policies for all departments in single folder. This can also be used in conjunction with other strategies, such as an organizational structure beneath.
Remove unneeded files after employee separation
There is a tendency to believe that a previous employee’s documents are, or will be important. There is generally a fear that the information contained in the files would be detrimental to the organization if they were deleted. The reality is that these files are rarely used again. If the files are not well organized, the time and effort spent searching for a document is often greater than the time required to recreate it.
When an employee leaves the company, their manager or successor usually wants to keep the documents to sort through later. However, it is often difficult to find the time required review them; the further this process is from separation, the more difficult it is to determine the relevance of the file. Below are some recommendations for dealing with exiting employees’ documents. It is best to try to complete all steps within the first week of separation.
When an employee leaves the company, their manager or successor usually wants to keep the documents to sort through later. However, it is often difficult to find the time required review them; the further this process is from separation, the more difficult it is to determine the relevance of the file. Below are some recommendations for dealing with exiting employees’ documents. It is best to try to complete all steps within the first week of separation.
- Terminate network access immediately to protect against unauthorized data copy and/or destruction.
- Backup and archive data as per any policies regarding employee separation.
- Appoint an individual or team to determine what needs to be retained and what may be safely deleted.
- Move records that are to be kept from user specific folders to appropriate group folders or the successor’s user folders.
- Delete all other files not deemed necessary.
Avoid folders that are too general
Folder structures can be too simple, with dissimilar documents in a variety of non-descript folders. Folders such as “Common”, “Shared”, “All Users” and “Miscellaneous” should be avoided. By looking at the folder name, there is no clear indication of what type of data is contained.
Since there is usually very little security beneath these folders, they become popular places to share files with little regard how sensitive the contents might be. It is not unusual to find confidential data in these folders that should be in a secured location. As multiple users use their own logic saving and organizing files, these tend to become very disorganized.
Since there is usually very little security beneath these folders, they become popular places to share files with little regard how sensitive the contents might be. It is not unusual to find confidential data in these folders that should be in a secured location. As multiple users use their own logic saving and organizing files, these tend to become very disorganized.
Avoid folders that are too specific
Having folders that are two specific can also be counterproductive to organization. More specific folders usually belong beneath a department or project folder, and then they can become more descriptive. Folders for years, months, specific reports can be very helpful if placed in an appropriate location, but not usually at the root. Group things together that logically fit together.
Avoid mixing file types unless related
In a filing cabinet, we don't usually place financial records, operational procedures and customer correspondence in the same folder. Likewise, we wouldn't place human resource, accounting, technology and other departmental data in the same folder. However, there are times where mixing data types is helpful, such as a project where multiple departments need to communicate and collaborate on project related information. In general, it is best to categorize documents at a high level, grouping similar files and separating them from those that are not.
Avoid folders named for users
Typically, only the users’ home folder should be named for the user. This often occurs in an attempt to find their files in a generic catch-all folder. It is not uncommon in many environments to see users sharing and using folders in folder named after a user that is no longer with the company. If you find this in your envioment, consider moving them to an appropriate shared location.