Be able to save files in a planned hierarchical directory/folder structure

File Management – Topic 11

Objective

Be able to save files in a planned hierarchical directory/folder structure.

Why Plan Your Folder Structure?

• Quickly locate files when needed.
• Reduce the risk of duplicate or misplaced files.
• Facilitate sharing and collaboration.
• Support backup and archiving processes.

Key Concepts

1. Root folder – the top‑most folder on a drive (e.g., C:\).
2. Parent folder – a folder that contains other folders or files.
3. Sub‑folder (child folder) – a folder inside another folder.
4. Path – the full address of a file or folder, e.g., C:\School\ICT\Assignments\Report.docx.
5. Naming conventions – consistent rules for naming files and folders.

Recommended Naming Conventions

• Use only letters, numbers, hyphens (-) and underscores (_).
• Avoid spaces; replace them with underscores or hyphens.
• Include dates in YYYYMMDD format for chronological sorting.
• Keep names concise but descriptive (e.g., 20240315_QuizResults.xlsx).
• Use consistent case (all lower‑case is simplest).

Steps to Create a Planned Hierarchical Structure

1. Identify the main categories of your work (e.g., Subjects, Projects, Personal).
2. Create a root folder for the subject or project.
3. Within each root, add sub‑folders for logical groupings (e.g., Notes, Assignments, Resources).
4. Further divide sub‑folders if needed (e.g., Assignments/2024/Term1).
5. Save each file in the most appropriate folder, using the naming conventions.
6. Periodically review and tidy the structure.

Example Hierarchical Structure

The table below shows a typical folder layout for a student studying three subjects.

Tips for Maintaining an Efficient Structure

• Keep the depth of folders reasonable – usually no more than 4‑5 levels.
• Archive old files into a separate Archive folder rather than deleting them.
• Use shortcuts for frequently accessed folders.
• Regularly back up the root folder to an external drive or cloud service.
• Apply the same structure across all devices you use for school work.

Common Pitfalls to Avoid

• Saving files directly on the desktop or root of a drive.
• Using vague names like document1.doc or newfile.pdf.
• Mixing unrelated subjects in the same folder.
• Creating duplicate folders with slightly different names (e.g., Assignments vs Assignment).
• Leaving files in temporary locations for long periods.

Practice Activity

Using the steps and conventions described, design a folder structure for the following scenario and write down the full path for each of the listed files.

1. Subject: Mathematics – Year 2024, Term 2.
2. Files:

   • Lesson notes for 12 March 2024 (PDF).
   • Homework assignment due 20 April 2024 (Word document).
   • Spreadsheet of practice questions (Excel).
   • Image of a geometry diagram used in a report (PNG).

After completing the activity, compare your structure with a partner and discuss any improvements.