Folder structure

Overview

Teaching: 0 min
Exercises: 0 min

Questions

• Why is a folder structure helpful?

Objectives

• Describe what needs to be documented.

Folder structure

Having a standard folder structure can keep your files neat and tidy and save you time looking for data. It can also help if you are sharing files with colleagues and having a standard place to put working data and documentation.

Like files, folders can also follow a naming convention. By prefixing with numbers, you can force your files to be ordered by the steps in your workflow. Probably the simplest way to document your structure - for your future reference - is to add a “README” file - a text file outlining the contents of the folder.

A folder structure might look like this

How to develop a folder structure

To develop a logical structure for your team, you need to consider the following points:

• Check to make sure there are no pre-existing folder structure agreements
• Name folders appropriately and in a meaningful manner. Don’t use staff names and consider using the type of work
• Consistency - make sure you use the agreed structure/hierarchy
• Structure folders hierarchically - start with a limited number of folders for the broader topics, and then create more specific folders within these
• Separate ongoing and completed work - as you start to create lots of folders and files, it is a good idea to start thinking about separating your older documents from those you are currently working on
• Backup – ensure folders and files are backed up and retrievable in the event of a disaster. Griffith like most universities, have safe storage solutions.
• Clean up folders and files post project.

Beginner

Pick a dataset and illustrate how you currently organise your files. (For the artists: Draw a picture that describes your current approach to file organisation)
See if you can devise a better naming convention or note one or two improvements you could make to how you name your files

There’s some really good folder template shapes around. Here’s one you are welcome to download and use URL Or another you could try out if you preferfrom http://nikola.me/

Advanced

Come up with a policy for your group for folder structures. You could create a template and put it in a downloadable location for them to get them started.

External Resources

• Learn more from http://nikola.me/
• Here’s one you are welcome to download and use URL

Key Points

• Having a standard folder structure can keep your files neat and tidy and save you time looking for data. It can also help if you are sharing files with colleagues and having a standard place to put working data and documentation.