File Management

Create a folder hierarchy

Follow these steps to organize your files in a system of folders and subfolders.

1. Determine which document types should be grouped together in folders

• Ensure that each folder represents a discrete category of documents—for example, project, time period, document type, etc.
• Refer to your users' needs and existing files for category ideas.
• Limit the total number of folders.
  • Many folders can make navigation cumbersome.
  • Sorted, standardized file names may reduce the number of folders needed.

2. Devise a name for each folder

• Ensure each folder name succinctly describes its contents. Will your users be able to identify the category of documents contained in the folder?
• Refer to What's in a name? Folder names are categories. 

3. Organize your folders in a hierarchy

• Consider how folders relate to one another—do some folders need to be nested within a higher-level folder?
• Limit the number of folder levels.
  • Many subfolders can make navigation cumbersome.
  • A deep hierarchy also can cause path names to exceed system limits.

4. Record your folder names

• Consider using a README file, a file system table, or both. Refer to Documentation for more information.
• When recording folder names, use a path format to indicate subfolders: 
  top-level-folder\subfolder1\subfolder2