File and Directory Management

Griffith Feeney

Why Management is Necessary

• Even simple projects generate scores or hundreds of computer files

• Work is facilitated by conscious attention to organizing these files

• These notes provide practical suggestions based on experience with many projects

The Tools

• Explorer in Windows 95 or File Manager in Windows 3; learn to use the 'drag and drop' interface for moving files and directories

• A DOS Window will also be useful if you are familiar with the more powerful command line switches

Rule Number 1
Limit the Number of Items in Directory

• A good rule of thumb is to keep no more than a screen full of files and/or directories in any one directory

• This avoids scrolling in windows to find what you want

• Of course there are exceptions, as to every rule, but aim to follow this one most of the time

Rule Number 2
Exploit the hierarchical file system

• If you find that a directory is getting too full, find a basis for subdivision and move subgroups of files to subdirectories

• At 20 lines per screen, one level of subdirectories will accommodate 400 files, two levels 8000 files, and three levels 160,000 files

Rule Number 3
Think through a logical organization

• Organize files by file type, by time period, by geographical location, by stages of project, by people involved in project

• Many different organizations are possible, and often several will compete and show tradeoffs

• Organization typically needs to be revised as a project proceeds

Rule Number 4
Use 'readme' files

• By tradition, a readme file is a text file that provides information about the directory in which it is located

• Use readme files to record information that will be useful to others or that you are likely to forget in the future

• Create readme file with a text editor, edit (DOS), notepad, TextPad, etc.

The Importance of File and Directory Management

• Productivity: if you don't manage files and directories, you will end up losing work and having to do it over again

• Quality: without proper management, old files will become confused with newer versions and errors will be introduced into work

The End