File organisation/ directory structure
The type of file organisation is, amongst other aspects, defined by the conditions of a specific project which might determine a certain storage location or structure. In this regard, data protection or ethical issues might be relevant, e.g. copyright and licenses, type and number of different data used in a project, and expected volume of files.
A suitable location for data storage has enough capacity, it is part of a backup management, enables all parties and all entitled users access and prohibits unlawful access.
Ideally, a directory structure is hierarchical and reflects content requirements.
The following categories can be considered:
- part projects, work packages or functional units within a project
- date or period (e.g. months, quarters)
- Contents respectively types of folders (e.g.
- research data (or file types),
- publications and reports,
- data analyses,
- project cordination)
- File types (formats)
Examples for folders in a system (cf. Long 2009):
- „mailbox directory“: a folder for important e-mails that need to be saved. Your own e-mail box may soon be overloaded and too complex, and you might find it helpful to set up such a folder.
- „to clean directory“: a folder for the temporary storage of files that still need to be moved to their “proper” location.
- „hold then delete directory“: a folder for files that are no longer needed but should not be deleted because they might yet be needed one day...
- „posted directory“: a folder for files that have been sent to external parties. Versions of files are sometimes posted that are still being edited. It might be important for a later point in time to save exactly this particular version of a file.