Focus on Files presents

First things first:

File naming and folder structure

Slides: https://z.umn.edu/files_folders

Agenda

1. Know your storage
2. Identify challenges
3. Name files effectively
4. Organize files so you can find them
5. How to get started

Where are you?

Hierarchical directory structure

• The “closet storage system”
• Connotes physical placement
• Clear decisions must be made

Where are you?

Google Drive

• The “laundry basket”
• No effort goes into filing
• The challenge relates to finding

Where are you?

Shared Drives

• The “dresser”
• Each shared drive is a “folder”
• Sorts the “laundry” into piles

Organize for where you are

Hierarchical File System

• Choose folder organization to guide navigation
• Needs to be followed by all collaborators

Google Drive

• Can be more challenging to implement folder systems
• Can have inconsistent organization across collaborators

Google Shared Drive

• "Members" see complete folder structure
• Individually shared folders can be harder to organize

closet by LUTFI GANI AL ACHMAD from Noun Project (CC BY 3.0); laundry basket by fitri hanung wibowo from Noun Project CC BY 3.0); Dresser by Maxim Kulikov from Noun Project (CC BY 3.0)

Google Drive - Challenge 1

Imposing folder structure doesn't always work

Google Drive - Challenge 2

Search can be…

less than helpful

😱

Creating Files

If collaborating on more than one related file, consider sharing a folder so files are together

• Make sure collaborators create files within the folder

Name Files Effectively in Google

Be Descriptive

• "Meeting Notes"
• "Meeting Notes - LATIS Fall 2023 Workshops"

Use Dates for milestoning, not versioning

• "Focus on Files 2023-10-30_20231025"
• "Focus on Files 2023-10-30" is the event date. Recent edits are found within version history

Stick to basic characters

• "Poster Presentation for MPA's Conference: 2023, final draft?!"
• "Poster Presentation for MPA Conference - 2023"

Spaces are common but may not be interoperable

Use Alternative Organizational Methods

Priority Files

• Recent files
• Files Google thinks you'll need soon
• "Workspaces" - files useful to have outside their organization

Use Alternative Organizational Methods

Starred Files

• Short cuts for important/hard to find files
• "Shared with me" folders

Remember to breathe

This will take time

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Unfortunately, we are not Beyoncé and we can’t really have everything spread out all over our mansion

Come on Gophers, now let’s get our Files in formation

How to Organize the Closet in Theory

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• Everyone has their own way of organizing their closet: color, sleeve length, brand, work clothes, date night clothes, etc

• There is not a wrong way to organize a closet

• Have a plan

• Sketch out the plan

• Have a conversation with people who will be using the closet

• BUT, whatever is decided it should be followed by all collaborators

Organizing the Closet in Practice

Use a consistent folder structure across projects so it is easy to find information

Don't embed information only in folder structures; use descriptive file names

• 2019/august/EEG/participant002/notes.txt

Decide how you want to organize & document

• File type? Project? Year?

Make sure everyone is on the same page

Set aside time monthly, quarterly to revisit spaces; make sure all are following the plan

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How to Start Organizing

How to start

Take a file inventory

• N/A for files no longer needed?
• O for files that need to be organized into folders or other spaces?
• ? for unknown files?

How to start

Take a file inventory

?

?

O

O

A

Resources

Research Data Services

• Good Practices
• Data Management Canvas Course
• Request a consultation or contact us with a specific question

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OIT

• Focus on Files in Google Workspace