Optimize your directory structure: Practical tips and instructions with migRaven. 24/7 for intelligent data management

  1. Analysis
  2. Migration
  3. Intelligent data management with migRaven.24/7

Thousands of files distributed in many folders and subfolders make working with the file server confusing, slow and error-prone. If the user has found the file they are looking for with a lot of effort, they put it in a folder to be on the safe side, which seems more intuitive to find and at the same time creates even more chaos and redundant data. This situation is not easy for the administrators to master.

But what does the perfect directory structure look like? The 7-folder system is often mentioned at this point. Based on Miller's number, according to which a person can only hold 7 ± 2 information units in working memory at the same time, it is recommended that there should be no more than 7 folders on each of three folder levels. In practice, however, we have seen that this is an unrealistic goal. At the latest when a company consists of a holding company and various subsidiaries.

A short summary of the facts of this article can be found as a PDF in our Argumentative aid for presentation to you in-house.

General recommendation for the folder structure in the company

Based on our experience in many customer projects, we can advise administrators to follow the basic rules for the ideal folder structure:

  • everything up to 15 folders is ok (if necessary, it can be more),
  • better a broad directory structure than one that is too deep!

This means: It is better to have a broad folder structure with many main folders and few subfolders than just a few main folders with many subfolders. If a file you are looking for is on the 13th folder level, it will be very difficult to find. And the frustration of employees and a waste of time are inevitable.

What administrators also absolutely need is both an exit strategy for obsolete data (ie archive or delete obsolete data) and correctly set permissions. More on that below.

Our software migRaven.24/7 can support you in your project to create the perfect folder structure. This is possible because a large amount of information about your data is made available to you.

The basic rules for an optimal directory structure

  1. Always recreate the folders on the first level of the directory structure data types (e.g. application data in the "Applications" folder) and usage (e.g. "Projects" folder).
  2. Keep permissions as flat as possible. First level permissions are a must. At the second level, they should be the exception.
  3. Ensure that data is deleted or separated in a timely manner. This is the only way to maintain a flat structure. Our tool supports you here migRaven.24/7 data retention optimal.
  4. Resolve dependencies.

Plan the directory structures properly

  1. Think about which data you actually still need, or which can be separated to make the rest clearer.
  2. Is there a large chunk of data that you might even be able to delete? (e.g. outdated exchange folders, projects)
  3. Make sure that you get the current data as quickly as possible. They should be as high up in the directory tree as possible.
  4. Minimize dependencies. For example, we cannot rename directories if certain applications automatically read or write to them.

The decisive factor in all considerations is that you and your colleagues can work optimally with the file storage and do not lose valuable time searching.

Step-by-step instructions for an optimal folder structure

1. Identify redundant data and directories in the migRaven.24 / 7 Web Client

Over the years, data has accumulated that should have been archived or deleted for a long time. Use that migRaven.24/7 analyzer to reliably identify the obsolete data. See our post “Analyze directories and interpret information".

Im migRaven.24/7 Web Client you get to the directory tree in the Home area. There you can see at first glance an age statistic of all files in your directories. This allows you to easily identify the old data and the following recommendations for action result:


Our recommendations for action for obsolete data are:


Furthermore:

  • Records of more recent data are likely to be needed
  • Orphaned directories (i.e. empty folders) can probably be deleted immediately.

Gradually, you can now dare to "younger" files and on average do without about 70% of the data that can still be found in the countless folders of your file system to date.

2. With migRaven easy to create a flat structure, taking into account the data types and type of use

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. Namely the Folder Self Service.

But before that, a few important tips and best practices for your new, optimal folder structure.

Never create directories that are nested as in the org chart. On the first level, the so-called base level, it is better to be broad, but not have too many subfolders.

Advantages of a broad folder structure in the first level with few subfolders:

  • Shorter (click) paths to your relevant, current data,
  • You get a better overview of your data with fewer clicks,
  • With authorization management, there are fewer special rules due to breaks in the inheritance of rights. This creates more clarity in authorization control.

Introduce a clean separation according to data types and type of use

The number 1 basic rule for all folders is: Ideally, create the folders with the focus on work in departments, projects, processes and products.

The following directories are recommended:

  • Department directories: All people in a department have access; Term open, regular archiving of outdated data is absolutely necessary, otherwise there is a risk of uncontrolled data growth
  • Line directories: per department; Access for department heads and deputies; Storage location never within the department directory
  • Project directories: with term; Permissions are managed by the project manager; User group across organizational units, 1-2 directory levels per project recommended
  • Process directories: without runtime, authorizations managed via data owner, deletion/archiving after the end of the process
  • exchange directories: Like project directories, but with a very short runtime and preferably with automatic deletion
  • Application directories: There are strong dependencies on applications; are managed by the application owner

Optionally there are the following folders:

  • Home directory: For storage of personal (but not private) data; eg for drafts or data for your own information
  • Public directory: There are a few "editors" and usually a large circle of "readers"

Overview of the first level folders and their properties

Typeauthorization managementResponsibleClassification in company structureControl / recertificationDeletion / Archiving
organizational directoriesHR system (roles and profiles):
Either all or none from the organizational structure;
Permissions only at the first level;
If exceptions are necessary: ​​switch to the following types
HR department; HR system; beneficiariesVertical (TopDown): Org chartHR department, department heads, ITRegular extraction of obsolete data;
processes (topics)Management via data ownerData OwnerHorizontal: task-related, cross-departmentalData Owner (every 6-12 months)Regular extraction;
Total deletion / archiving after process end
ProjectsBy data owner via authorization management system; Small circle of users; Data OwnerHorizontal, cross-departmentalevery 6-12 months by project managersDeleted / archived after the end of the project
swap directoriesLow number of eligible accountsCreatorIndividual-Automatic deletion after 7-21 days
Application directories (programs)Read or write access to all directories in the applicationsApplication OwnerApplication specificApplication owner, department head
PublicEditors/readers (templates, templates)
Small circle of editors; large circle of users
EditorseditorAfter content expires; intensive care required
HomeHR, IT,
One user per directory authorized
HR, ITThrough automatismsDeletion when user resigns

Best practice folder structure for companies

In general, the folder structure can be divided into three different levels: the basic level, the authorization level and the working level. We start with the 1st level, the base level.

The structure of the folders in the base level (1st level) is based on the authorization logic. The directories are specified in the basic level and thus form the basis. The company structure is shown in the Organization directory, based on HR specifications. This directory will not over migRaven.24/7 managed.

The base level can look like this:

base level

Note on the folder structure shown above: The "GVP" folder stands for Secret / Confidential / Personal.

During the permission level (2nd level), authorized persons can create directories and specify who has write and read access. Unauthorized persons do not see these directories. The permissions are about migRaven.24/7 folder self-service assigned and managed. In the Exchange folder, a template with a runtime is strongly recommended for creating the directory, after which migRaven.24/7 automatically deletes the files (e.g. after 14 days).

The function migRaven.24/7 Folder Self Service is quickly explained. Users can use the Folder Self Service independently via the Web Client or Desktop client and use templates to create directories for their teams or projects. The big advantage: You can assign access rights to specific people and even determine when the created shared folder should be automatically removed again. The templates are created when setting up migRaven.24/7 created by the admins. They determine basic things like the user group of a template, the path for new directories and the runtime.

For your plan to change the existing, confusing folder structure to an optimal folder structure, proceed as follows:
Have you identified a folder of 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. continue to manage this folder continuously via the Folder Self Service.

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

Example of an ideal folder structure in the authorization level:

During the working level (3rd level) persons who have been authorized by the directory creator can have read or write access. Each user only sees the directories to which he has been authorized.

As an example for the working level, the underlying structure could look like this using the Fileserver_Migration folder as an example:

3. Keep the file system in order

You have now created order on your file system. It is desirable to maintain this order. The same rules apply here as in the kitchen. If you leave the pots there for the time being, then it dries up and you have less and less desire. Establish processes that ensure that things are regularly questioned and cleaned up immediately. migRaven.24/7 supports you in this. You will for example about the Notification Center of the Desktop Client to regularly recertify your directories and permissions. Even if this advice is annoying (like Mom used to do), it helps to keep things in order in the long term.

One final note: Don't name directories "Common." Everything that is in there cannot or could not be assigned to a clear category and should usually be deleted immediately. It is equivalent to "temp".

We're here to help

We know that when it comes to cleaning up and optimizing directory structures, the key is implementation. Contact us if you need support with this, because even if the rules are clear, this is not an easy task next to day-to-day business.

We have the 2022 for that migRaven Academy Fit For Fileserver launched. Our academy offers a complete range of services, from the initial analysis of your file server by our consultants to installation support with a preliminary concept to accompanying introductions and further training for technical and administrative specialists as well as for users.

All workshop offers can be found on our academy page.

Permanent link to this post: https://help.migraven.com/optimale-ordnerstruktur-unternehmen/

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