Everyone collects a lot of things over time. This applies to the basement at home, where old coffee machines in their original packaging (they’re still good and I might need them again), 3 generations of old laptops, boxes of cables (power, CAT, HDMI, USB, VGA, you name it) and the like pile up in a corner or even cover an entire area. Honestly, when was the last time you tidied up there?
But this also applies in particular to the digital legacy that we produce every day, especially if you work in IT. It’s no coincidence that the Windows Explorer, macOS Finder or Konqueror under Linux are often used to start our daily digital work, and it’s also no surprise that there are so many different file managers available on the market.
But many people don’t give much thought to the organization of the files themselves. IT professionals often have a similar situation on their hard disk to the florist who only has half an hour in the evening to transfer a few smartphone pictures to the computer until the children have to be looked after. Everyone has a rough, self-made system, but all too often we simply throw a few vacation pictures into the Documents folder because the booking confirmation is also lying around there and we don’t have the time to sort everything out. “I’ll do it tomorrow/on the weekend/on vacation. “ … has really never worked.
I am a fairly structured person, which means that disorder is nothing for me, or, as the main protagonist of a cult American TV series in Germany likes to say: I am Monk in this regard. The very first thing I do is repartition all my machines and create a D:\ drive for “Data “, into which I move the standard Windows folders Documents, Pictures, etc. Within folders with time-related content, for example “Photos”, I create subfolders with a date in front, such as “23-12 Adventure Vacation on Mars” or “24-03 Diving in the Himalayas”.
In “Documents “, on the other hand, I usually use the context of the organization to which the files are to be assigned for the subfolders, such as “Insurance Without Luck” or “Money-Away-Bank”, or the content type of the file, such as “Receipts “ or “Manuals “ If it is only a single file, I like to do it without subfolders. There are not many ;)
To have certain subfolders in view more quickly, I often use a prefix such as the hash or underscore character, i.e. something like “#MyCompany “ or “_Screenshots “. I also like to double them if there are too many underscore folders and a certain folder is very, very, very important.
You will have already noticed … “structured” my ass!
I keep reaching the limits of what is reasonable with my “system” and it has happened to me more than once, that when I copied an old disk to a new machine I had I had duplicate and triplicate data, in different subfolders or completely different structures, because I had been working with both machines for a while or for other reasons.
And … I’m ONLY talking about files here all the time. A look at my online mailbox reveals similarly frightening and, above all, untraceable data, not to mention data from online services of all kinds!
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