What file storage has to do with efficiency
The aim of organized file storage is to find the files required for a task quickly and reliably in the current or most recent version. The file storage should therefore be self-explanatory and logical. At the same time, it should meet data protection requirements and enable flexible teamwork.
Be aware that most people – including your colleagues and superiors – have never dealt with the topic of sensible file storage and are dependent on appropriate guidance.
Not all instructions are applicable in all cases, but the lack of clear guidelines will certainly lead to data chaos.
Below we give you tips on which rules have proven to be helpful and effective when organizing file storage.
Overview of the data structure with migRaven.24/7 Analyzer
The creation of transparency is essential to bring about any improvement on the data-overloaded file server.
Before cleaning up, the administrator/data manager should first get an overview of the current situation on the file server. How many directories and files are there? At which directory level is the – costly – obsolete data located? How much storage space is occupied by outdated data?
The rights situation must also be queried: Who has which access rights and where? Who is responsible for which data and can then take responsibility for cleaning up? (data owner principle)
All this is with that migRaven.24/7 Analyzer is possible.
Classification: Storage of personal and public data
Personal data should be distinguished from private and public data.
Personal data:
Data that you create and use for yourself as part of your work in the company. These are for example own presentations, additional calculations with Excel or application drafts. These data are only for your eyes.
Personal data belongs only to you, and only you should have access to it. Therefore, this data should be stored on your personal home drive.
Public data:
In contrast, public data is provided to the general public. Anyone with appropriate authorization can access and use this data. Public data is used for cooperation in the company. These are stored, for example, in the department or project directory.
Private data:
Private data is data that is created by you as a private person and is not in an entrepreneurial context. These data require a separate regulation by the works council. They should not be on the corporate drives.
Folder structure in directories
When creating folders in your department or on your home drive, you should consider the following best practices:
- The fewer folders are nested, the fewer clicks are necessary,
- The smaller the folder depth, the easier it is for your visual memory,
- Maximum 5 levels, optimal 3 levels in the folder structure,
- There can be 10-20 folders on each level to keep track of things.
- Do not give nested folders the same name,
- No folders without content,
- Place application shortcuts on the desktop.
Department directories, project directories, process directories: What's coming to where?
Directories are optimally designed with a focus on working in departments, projects, processes, and products. In these folders, only public data and no personal data should be stored.
line directories
As a rule, executives require closed filing locations. These should be created parallel to the corresponding departmental directory (purchasing, human resources, etc.). It is advisable to use a line directory to which only the respective department head and his deputy have access. In it, for example, employee-related or planning data is stored.
department directories
These relate exclusively to departmental data. These are, for example, data of the department manager, templates, forms or data for a department event.
project directories
These contain data that always relates to cross-departmental collaboration. All data related to the project is stored in these folders, whether it is a sketch, cost table or list of contacts. All project-related data should be stored in one place.
process directories
These refer to processes that repeat regularly, such as meetings, audits, evaluations, and associated minutes. Once a meeting is over, all participants know which process folder they can find the minutes in. If necessary, responsible parties can be informed of newly created tasks by sending them a file path to the meeting minutes.
system directories
These contain data on the company's core business. All data relating to the system are stored in this storage location. These are calculations, architectural sketches, temperature curves or specifications. Only people who work with the data of the respective system have access to this folder. If a technician only works with machine building A, he should only have access to their directory.
deployment locations
Data is stored here temporarily (approx. 1 week), which is automatically deleted after a certain period of time. These directories are used for the one-off and short-term transmission of data. For example, if a colleague is to view or edit a file from a folder to which he or she does not normally have or need access. Transfer directories are not intended for the exchange of private data or permanent storage of data.
Public directories
These contain data that relates to the image of the company in public. As a rule, only the editors store and edit the data here. All other employees have only read access.
home directories
Here you put down all your personal data that you need as drafts, for your information, for your personal work. For example, if your personal information is or becomes departmental, move it (the final version) to the appropriate departmental folder. The home directory should not be used to store private data.
PDF Download Safe collaboration with migRaven.24/7 Folder Self Service
Internal file sharing via global, unregulated exchange directories can hardly be surpassed in terms of uncertainty.
To prevent further data growth and to ensure secure and flexible collaborative work on the file server, we recommend the function Folder Self Service.
This means that all employees can create folders themselves with just a few clicks and specify which colleagues are allowed to access them and set a date for automatic deletion. This saves time (not only for the IT department), significantly increases security and prevents unnecessary data growth.
Good file naming helps you find the data you are looking for
The file name consists of the name of the file and the file format separated by a dot. The file format is usually appended to the file name when saving by the respective program.
Ex: Reisekostenabrechnung.xls indicates that the file is named "Reisekostenabrechnung" and is in the format .xls.
When naming, only alphanumeric characters of the English alphabet (az, AZ and 0-9), as well as hyphen (-) and underscore (_) should be used. Spaces and umlauts should not be used in naming. File names with spaces can be saved. However, web servers, for example, read spaces as "% 20". The same applies to umlauts (ä, ö, ü). Therefore, there may be space issues.
The following characters are not supported when naming files: / : * ? “ < > |
Some characters have a special job in the IT operating system. The dot "." Is used to separate the file name from the file format. The slash is used by Windows to identify folder levels.
On Windows, the upper and lower case letters are not synonymous. Therefore, this should not find a systematic application in naming. For example, if you have an existing "SketchCustomer.docx" file under Windows, you will not be able to create a second file called Sketchbook. docx "file.
File naming (including folders) should be as short and concise as possible. The file name must not exceed a length of 256 characters. Shortcuts should be avoided as they usually can not be remembered after a long time.
If different users work with a file, the changes should be marked with a versioning. This avoids working with a wrong file version. Unnecessary file versions should be deleted. The version should be integrated in the file name. For example, at the end of the filename with "_V1" or "v001". The numbers are kept continuously. Absolutely to avoid is a version marking with "new" or "old". Only the last, final version should be marked "final".
