How do you set up a directory structure optimally?

If you have been planning to clean up your directory tree for a long time, you can migRaven.24 / 7 support you. This is possible because a lot of information about your data is made available to you.

Before you start, we would like to make the following recommendations for optimization:

  1. Think about which data you actually still need or which data can possibly be separated to make the rest clearer.
  2. Possibly. is there a lot of data that you might even be able to delete?
  3. Make sure that you get the latest data quickly. So you should be as high up in the directory tree as possible.
  4. Minimize dependencies. For example, we cannot rename directories when certain applications automatically read or write to them.

It is crucial with all considerations that you and your colleagues can work optimally with it and do not waste valuable time searching.

1. Identify redundant data and directories in migRaven Web interface.

  • Delete if they are no longer needed
  • Adhoc - archiving via migRaven Data retention: see attachment * 1

2. Build a flat structure.

Under no circumstances create directories nested as in the organization chart, but flat on the top level. The path to current data should be short.

  • This leads to shorter routes to your relevant current data.
  • You get a better overview of your data with fewer clicks.
  • There are fewer special rules due to breaks in inheritance. This creates more clarity in authorization control.

3. Establish a clean separation according to data types and types of use.

Directories are optimally created with a focus on work in departments, projects, processes and products.

  • projects: have a term; Permissions are managed by the project manager; User group across organizational units
  • processes: similar to projects, but without a term
  • Exchange: Like projects, but with a very short term and preferably with an automatic deletion
  • Organizational directories: All people in a unit have access; Term unknown
  • Public: There are a few "editors" and mostly a large circle of "readers"
  • Application directories: There are strong dependencies on applications; are managed by the application owner
  • Home directories: Here you store all of your personal data that you need as drafts, for your information, for your personal work. The home directory should not be used to store private data.

Further best-practice examples and more information for setting up directory structures can be found here: Publications

After we have separated approx. 60% - 80% of the data from the directories with data retention, we only need to take care of the rest. And that's exactly why there's a solution migRaven.24 / 7. That is the User / Folder Self Service.

There are two accesses for the application: the web and the desktop client

The principle is quite simple. Once you have identified a folder in a specific location, then

  1. create a new folder with the appropriate properties based on the centrally defined template,
  2. move the data to the new folder,
  3. manage these folders continuously via self-service.

How do you identify the folders that should be elsewhere? It is usually the directories that break out of a property described above. For example, if a folder with special access permissions for colleagues from another team is required within an org directory, then it is probably a process, project or exchange directory.

How does it stay neat?

The same laws apply here as in my kitchen. If you let the pots stand for a while, it dries and you have less and less desire. Establish processes that ensure that you are regularly questioned and cleaned up straight away. migRaven supports you. You will be notified of irregularities via the desktop client, for example. Even if these nerves, (like mom used to), it had its connection earlier.

And one last note: Do not call any directories “General”. Everything in there could not be assigned to a clear category and should usually be deleted immediately. It can be equated with “temp”.

I know that when it comes to tidying up and optimizing directory structures, the main thing is implementation. Contact us if you need support, because even when the rules are clear, this is not an easy task alongside day-to-day business.


*1 Archiving Function Manual for migRaven.24/7

*2 Detailed description of how to create and manage directories via migRaven.24/7

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