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Help with Standardizing a File Server Naming & Structure Convention

Posted on 2008-10-30
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Last Modified: 2009-12-16
I have been trying to find a file server naming & structure convention to standardize the structure of our file server.  I found the below article, but I cannot access it.  Do any of you have any suggestions on how to standardize the structure of a file server.  I need to have something put together by 10am pacific time tomorrow morning.  Thanks in advance, Jon

http://windowsitpro.com/article/articleid/95354/lets-get-organized-file-server-basics.html
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Question by:JBredensteiner
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Expert Comment

by:Lee W, MVP
ID: 22847935
If you don't have a subscription to Windows IT Pro, GET ONE.  When I left my job as a sys admin after 5 years to do independent consulting, it was the ONLY magazine I found worth paying for a subscription to.  Signup online and I would expect you'll get access to that article.  The magazine is fantastic and well worth the investment.

That said, what exactly are you looking for?  What's your environment like?  What do you WANT to end up with?  What will your users have?
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Author Comment

by:JBredensteiner
ID: 22850136
I did sign up last night, but I still couldn't access the article; it says I need to subscribe to the magazine too...
I'm not sure if any of you know what "5S" is, but it stands for Sorting, Simplifying, Sweeping, Standardizing, and Self-Discipline.  The concept comes from Japan, and it's basic purpose is to provide an easy way of explaining the tasks that need to be done to make it faster and easier to find the right information.  I am our groups 5S focal, and in that role I was given the assignment to clean up the server and our multiple SharePoint sites.
The environment is basically a file server that our group uses to share files with each other, and I need to create rules for the group to follow to make them more user friendly and to reduce the clutter.
The problem is that the file server, which I believe is running on Windows Server 2003, has just a little shy of 100 folders in the root of the directory.  I am supposed to be meeting with the team leaders today to give them some suggestions on how we can clean it up and keep it that way; i.e. directory folder structure, file naming convention, rules for archives, etc...
Thanks in advance, Jon
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Lee W, MVP earned 500 total points
ID: 22853138
That's what I'm saying - GET the Subscription.  It's well worth the money.

I'm not sure if this is what you are looking for, but in short, I would design it based on logic.

Possibly by geographic region (if you have more than one) or buy business process or by client, etc.

For example:
Human Resources
   +Employees
   +Benefits
   +Etc.
Sales
   +Large Clients
   +Small Clients
Marketing
   +Internet
   +Newspaper
   +Radio
   +Televison
Accounting
   +Accounts Payable
   +Accounts Receivable

I guess my own philosophy is that when you have 3-4 folders or more on one general topic, make a folder for that topic and put them in it.  

Maybe this is too simplified or not what you're looking for.

As for standards, I would say prevent people from creating folders like "Joe Smith" and "Johnson, Chris" - that screws up the alphabetical ordering when looking over the folders - pick a format and use it.
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