[Eril-l] emended post file reorganization -

Fri Mar 28 09:35:55 PDT 2025

Hello Shulamis,

I'll share a few thoughts on file organization and some advice generated by Copilot.

I have tried different approaches to organizing files that I intend to keep for the long term.  There is no one approach that works well for all situations or content.  Whatever approach you use, consistency is key (and also never perfectly attainable).  My current approach:

Folder/File Location:

  1.  Keep anything that your organization / team needs to access in shared folders, preferably in cloud storage. My primary examples are licenses, usage data, invoices, perpetual title lists, teams and committee documents, policies, procedures, and workflows. Try to keep the shared folders clutter free.
  2.  Use your individual folders (i.e. your hard drive or your individual space on OneDrive) for your own employment and professional related files, for drafts that you are not ready to share, your photos, etc. Do not put these in shared folders, as a rule.

Folder File Organization:

  1.  Plan the folder hierarchy in advance (to avoid the duplication and inconsistency that results when you create them on the fly). Involve everyone who will be adding files so they all know the plan and can express their needs.
  2.  Use broad categories, "Statistic", "Invoices", "Licenses" for top level folders.
  3.  Use LOTS of sub folders. Long file paths are fine. Examples:
     *   \Acquisitions Files\eResources\Statistics\COUNTER\_SUSHI_R5\2024\IEEE Xplore
     *   \Acquisitions Files\eResources\Licenses\_InProcessLicenses\_SAGE FLVC Journals 2024 to 2026
  4.  Use file Shortcuts to put content in multiple contexts.  For example, if you want to have all Licenses folder/subfolders hierarchy AND have the license for each vendor in a folder with other vendor/product related files, create a shortcut for the license and put it into the vendor folder.  Decide in advance which is the primary folder home for the file and be consistent.

File and Folder Naming Conventions:

  1.  There is no one right convention for folder and file names. Pick the approach that works for a given folder/file-type and stick to it as much as possible for a given folder.
  2.  For content types that recur annually, I use the Year as the first element in the folder. Example:
     *   \Acquisitions Files\eResources\Invoices\Incoming eResources Invoices\2024-2025 Invoices
  3.  For content types that happen periodically, not necessarily annually, where date is important, I include data as part of the title. For licenses, I include the years it applies. Examples:

  *   Licenses\Cambridge Univ. Press\CUP CSUL 2019-2022\Cambridge 2019 to 2021 UCF Letter of Agreement  (3) rev. NNH 8-15-19.pdf"

  1.  I use folder to track status for some workflows.  Example:
├── [Folder outline] 2024-2024 Invoices
│   ├── [Folder outline] For Info Only
│   ├── [Folder outline] Paid in Alma
│   ├── [Paper outline] EBSCO Misc -66 br-e-23250-66 x0934052.pdf

  1.  For file names, I start with broad info and move to specific info about the file, such as "Vendor_Product_Invoice-Number".
  2.  Avoid repeating the Folder Name as part of the File Name unless the file will be viewed outside of the folder context often.
  3.  If organizing or tracking the date is important, put the date in the folder or file name.  Use YYYY MM DD so the folder/file sorts in the correct order. Example:
     *   \athena\OneDrive - University of Central Florida\_Work\_Presentations\2025 03 25 CIL eBook DDA Assessment w Sara\2025 03 25 CIL A205 Duplicate Dynamics.pptx
  4.  I use _ (underscore) as the first character in folder or file names that I want to sort to the top of the list.
  5.  I typically use a space to separate the words in folder/file names for the sake of readability.  Underscore and hyphens are fine.  Pick one and be consistent so they sort consistently.

YMMV!   I am sure there are many excellent approaches that work as well or better than the advice I just gave.

Below is the Advice from Microsoft Copilot:
"Creating a logical folder structure can greatly enhance your productivity and make it easier to find and manage your files. Here are some steps to help you set up an effective system:
Steps to Create a Logical Folder Structure:
1.    Define Your Main Categories:
o    Start by identifying the broad categories that your files fall into. For example, you might have categories like "Work," "Personal," "Projects," "Finance," etc.
2.    Create Subfolders:
o    Within each main category, create subfolders to further organize your files. For instance, under "Work," you might have subfolders like "Reports," "Meetings," "Clients," "Marketing," etc.
3.    Use Descriptive Names:
o    Name your folders and files descriptively so you can easily identify their contents. Avoid using vague names like "Miscellaneous" or "Stuff."
4.    Implement a Consistent Naming Convention:
o    Develop a naming convention for your files and folders that includes dates, project names, or other relevant details. For example, "2025ProjectXReport.pdf."
5.    Organize by Date or Priority:
o    If you have files that need to be accessed frequently or are part of ongoing projects, consider organizing them by date or priority.
6.    Utilize Tags and Metadata:
o    Use tags or metadata to add additional context to your files, making them easier to search for later.
7.    Regularly Review and Clean Up:
o    Periodically review your folder structure and clean up any outdated or unnecessary files. This helps keep your system organized and efficient.
8.    Use Cloud Storage:
o    Consider using cloud storage solutions like OneDrive or Google Drive to keep your files accessible from anywhere and to facilitate collaboration.
Example Folder Structure:
Work
│
├── Reports
│   ├── 2025_Q1_Report.pdf
│   ├── 2025_Q2_Report.pdf
│
├── Meetings
│   ├── 2025_March_Meeting_Notes.docx
│   ├── 2025_April_Meeting_Notes.docx
│
├── Clients
│   ├── ClientA
│   │   ├── Contract.pdf
│   │   ├── Invoice_March.pdf
│   ├── ClientB
│       ├── Contract.pdf
│       ├── Invoice_April.pdf
│
├── Marketing
│   ├── Campaign2025
│   │   ├── Strategy.docx
│   │   ├── Budget.xlsx
By following these steps, you can create a folder structure that is logical, easy to navigate, and tailored to your specific needs."

Best luck!

Athena

P.S. I prefer to not follow up with a call on online meeting.

Athena Hoeppner (she/her/hers)
Interim Associate Dean, Resources and Discovery
Discovery Services Librarian | University Librarian
University of Central Florida | athena at ucf.edu<mailto:athena at ucf.edu>
Schedule Appointment<https://outlook.office.com/bookwithme/user/e7ed510b338643a092fb237960b6be17@ucf.edu/meetingtype/V46-JYn9vEWmqVPIUyuevA2?anonymous>

From: Eril-l <eril-l-bounces at lists.eril-l.org> On Behalf Of Electronic Resources in Libraries discussion list via Eril-l
Sent: Friday, March 28, 2025 9:59 AM
To: Electronic Resources in Libraries discussion list via Eril-l <eril-l at lists.eril-l.org>
Subject: [Eril-l] emended post file reorganization -

Can discuss by phone or email...

I'm trying to reorganize my online files to ease my workflow.
e.g. usage files, products, invoices,
I can use help with hierarchical structure and nomenclature.
Best if I can discuss this with someone by video conference.
Thanks.

Shulamis Hes
E-Collections Librarian/ Public Services Librarian
Yeshiva University Libraries
shulamis.hes at yu.edu<mailto:shulamis.hes at yu.edu>

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