by topic or work area • Avoid common words like draft, final, etc. • No special characters, periods, or spaces – use dashes or underscores to make it human readable Consider what will help you understand and sort the files later.
topics) • More specific sub-folders, which can also function as task lists • Deep, intricate structures make things harder to find • Group by similarity or function – not by file type • Distinguish between folders for active, ongoing work and past, completed projects
done (“a heavyweight cognitive activity”) • Having one “owner” is key – they make the judgment calls and enforce use – Setting permissions – Maintenance, regular checks to the system – Balancing breadth vs. depth – Balancing doing too much vs. too little – Ensuring items go to the best place
vs. inbox for individual projects • For actionable files needing to be processed in some way • Be vigilant about clearing the inbox and moving files to the appropriate folder • Oh, and make sure there’s only ONE folder being used as your inbox • May make sense to designate folders for lab members
working files, drafts ] Feedback [ files that require feedback ] “Hi John, I placed my version of the draft grant application in my feedback folder. After you make your edits feel free to move it to x folder for team edits.”
base your system off of your content. There is no one right system. • Pilot your new method. After three months, what’s working? What isn’t working? • Whoever “owns” file organization must have the authority to bug everyone! • Make it a habit; with time, it will become easier for everyone.
the following resources: MIT Libraries https://libraries.mit.edu/data-management/files/2014/05/ file-organization-july2014.pdf How To Geek http://www.howtogeek.com/howto/15677/zen-and-the-art- of-file-and-folder-organization/