My job is the provision of storage space, the management of backups and restorations and migration of data from one file server or data store to another during upgrades. Go have lunch. Buy something nice and enjoy it. Have a soda, a beer or some water and let this go. It is an issue that is firstly out of your control, and rightly so, and secondly - really not worth worrying over.
Personally I only control the directory structure to the point where permissions need to be applied. If marketing want to have it set up in a way that works for them, and production want theirs set up in a different way that works for them, then that's not really any skin off my nose, and I have other things to worry about. As long as they're not creating a huge structure then saying "can you lock down folder x" which is anywhere down the tree then i leave them to it. If they do need permission applied to a folder, I will then require it to be moved to a sensible location and have it fit in with my structure.
It's a mess and always will be. Control the top-level root folders. Don't let anyone create a root folder except IT.
We had scenarios where there are individuals not groups with specific rights to specific files It happened over time with turnover and a lack of communication in the helpdesk area. Now if you need something restricted, there is a 'Restricted' folder at the top-level that contains folders within it with various restrictions. It has helped us better manage which folders on the file server are restricted. Instead of having a folder 6 or however many layers deep that has restrictions on it..
As several above me have already mentioned, it's not IT's problem to solve nor is it even IT's prerogative.
Your file structure examples both look quite familiar. We have an "S: drive" which has been around since the late 80s when our organization was born and started running its own file server. Some folks have worked here the entire time. When I came on, I rolled all of the random file servers that had cropped up into one "S drive" server and provided semi-departmental top levels. The same wonderful file "organization" has persisted and it always will persist.
Our solution to this nightmare was to, naturally, lock down the root folders and not allow new ones unless a entirely new, funded department came along. Then, in the departmental "root" folders, we only assign permissions to the top levels.
We've had many go-rounds on this over the years, but we've also observed some progress on cleaning up the mess. The only caveat to the above has been when we've won certain projects that have alphabet regulations attached to them requiring tightly-controlled and audited access, etc.
In these cases, upper management has been on board from the beginning to back us up on enforcing a more logical organization structure, but only for those types of projects. I've designed a file system and implemented it twice so far at two different agencies. It is based on the Org Chart and is a balance between sharing and security. The groups are even mail-enabled in case someone needs to contact the group.
I have lots of documents and guidelines I've written for these, so PM me if you would like them. Would you be able to send me your document on this? I am in the process of setting up Dept folders and trying to do it the best practice way for us.
Pmandryk would you be able to send me the documentation that you were talking about? I am in process of migrating data from an old server to a new server, and I am tasked with reorganizing it as well.
Can you post a file in the forum or share out from an online file? Where we are especially struggling is when there's a lot of collaboration between departments on an individual project or the project ownership shifts between departments.
We wind up with duplicate and outdated copies all over the network and it's difficult to know where to start looking when we need to find something. I am assigned to relocate file servers to the cloud SharePoint and could also use some guidance on best practices. Extensis Connect Cloud-based digital asset management for smaller teams. Portfolio Organize, manage, and share your digital assets. Corbit Workflow Automate complex tasks or streamline repetitive processes.
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Resources Not seeing what you need? The best file names are generally short and sweet since longer ones can cause issues when factoring in the full path name. The last thing a company needs is a rules-free environment that lets employees randomly come up with their own zany file names. Locating files is a breeze with a solid folder structure. Remember to keep your subfolders to a minimum in order to maintain an at-a-glance view of the main contents. This is where metadata demonstrates its value.
Metadata will tell you how big your files are, when they were created, and who has permission to access them. The secret to making the most of this asset is keeping metadata in mind from the outset.
Take a little time to add those keywords, tags, and descriptions when creating your files. Different industries have different regulations that dictate how long you are required to keep data. Whether you operate in the financial arena or healthcare field, a good retention strategy will help you come up with policies on archiving, modifying, and removing specific files up until a designated maturity date.
For added efficiency, IT managers can create rules that govern who has permission to perform actions such as editing, moving, and purging those files. My email provider probably hates me by now. I rarely use my personal email account these days. That means I regularly have anywhere from two to three thousands messages racked on their server.
Be it emails or images, there is no need to keep every single file that comes your way.
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