Best way to organize files and folders...


TheMystic

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3:41 AM
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698
OS
Windows 11
The PROBLEM

Search and Sort are two amazing ways to quickly find what you are looking for. Yet, it is often helpful to have some sort of a folder structure/ hierarchy to keep things neatly organized. I have been struggling to find the best way (I know best is very subjective) to create a folder structure that will require minimum maintenance and where changes do not entail too much work.


The REQUIREMENT

I wanted to create 3 levels of folder access permissions which I believe is the requirement for most people. These are:

1. Myself: Files that should be accessible only to me.
2. Family: Files that I am happy to share with my family.
3. Guests: Files that I don't mind sharing with friends, relatives, guests, etc.

The folder structure had to be created in such a way that security and sharing permissions are easy to apply, with the least amount of effort.


The SOLUTION

While I have arrived at many solutions before, with each one being either an improvisation over the previous one, or a completely new structure, it has never been as detailed as what I have come up with now. So here it is:

There is a partition on my disk called 'Files' and here is the folder structure where all files are saved (Windows Default Libraries are mapped to the respective folders):

20211211_215556.png

The EXPLANATION

REMOTE ACCESS PERMISSION LEVELS:

Level 1: Myself only: Read but No Write/ Modify:
Files here should atleast be accessible (read-only at a minimum) remotely.

Level 2: Myself only: Read/ Write but No Modify: Write permissions allow me to backup my mobile devices wirelessly over LAN. The reason for 'no modify' permission is because backups are done using 3rd party apps. I don't want the apps to delete files inadvertently or maliciously.

Level 3: Family: Read/ Write but No Modify: Allows Family to backup/ add their collection of pictures and videos in full resolution from events, holidays, etc.

Level 4: Guests: Read but No Write/ Modify: Guests are allowed read and download files from these folders.

Level 5: Everyone: Read/ Write but no Modify: This is for anyone to share files with me.

Anyone with Access Level ‘x’ also has access to all folders (and their sub-folders and files) with access level ‘x+1’.

Permission to access a folder automatically grants access to all sub-folders and files inside that folder.



Much of the items on the list are common for most users and their permissions should be self-explanatory.

I created this identical folder structure on all my devices: Laptop, Mobile, Backup Disks. My mobile phones sync (backup) to my laptop, and subsequently to the backup disks. Everything happens seamlessly and wirelessly.

There are only 5 folders where I need to make a change (security and remote access settings), when required, and everything else is automatically taken care of.

Backup is now very simple and doesn't require too much configuration.

Nothing is perfect, so ideas for improvement are welcome. :)
 
Last edited:

My Computer

System One

  • OS
    Windows 11
    Computer type
    Laptop
    Manufacturer/Model
    HP Envy dv7
    CPU
    Intel Core i7 3630QM
    Motherboard
    HP
    Memory
    16 GB
    Graphics Card(s)
    Intel HD Graphics 4000 & Nvidia GeForce GT 635M
    Sound Card
    IDT High Definition
    Screen Resolution
    1080p
    Hard Drives
    1 TB Crucial MX500 on bay 1.
    1 TB Seagate HDD on bay 2.
    Antivirus
    Windows Defender

TheMystic

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3:41 AM
Posts
698
OS
Windows 11
Here is how it looks now:

20211212_095234.png

20211212_095243.png

20211212_100016.png
 
Last edited:

My Computer

System One

  • OS
    Windows 11
    Computer type
    Laptop
    Manufacturer/Model
    HP Envy dv7
    CPU
    Intel Core i7 3630QM
    Motherboard
    HP
    Memory
    16 GB
    Graphics Card(s)
    Intel HD Graphics 4000 & Nvidia GeForce GT 635M
    Sound Card
    IDT High Definition
    Screen Resolution
    1080p
    Hard Drives
    1 TB Crucial MX500 on bay 1.
    1 TB Seagate HDD on bay 2.
    Antivirus
    Windows Defender

Wisewiz

Speaks Ancient Geek
Power User
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Local time
6:11 PM
Posts
890
Location
Ontario, Canada
OS
11 Pro 21H2 (22000.918)
I'm impressed by your organizational ability. That's a system that IS a system.
 

My Computers

System One System Two

  • OS
    11 Pro 21H2 (22000.918)
    Computer type
    PC/Desktop
    Manufacturer/Model
    Lenovo ThinkCentre M920S SFF
    CPU
    i5-8400 @ 2.80MHz
    Motherboard
    Lenovo
    Memory
    16GB DDR4 @ 2666MHz
    Graphics Card(s)
    Intel HD 630 Graphics onboard
    Sound Card
    Realtek HD Audio
    Monitor(s) Displays
    LG E2442
    Screen Resolution
    1920x1080
    Hard Drives
    2 x Samsung 870 EVO SSD
    Case
    Lenovo SFF
    Keyboard
    Microsoft Wired 600
    Mouse
    LogiTech M510 wireless
    Internet Speed
    Fast (for satellite!)
    Browser
    Chrome
    Antivirus
    Malwarebytes Premium & Defender (working together beautifully!)
  • Operating System
    11 Pro 21H2 (22000.318)
    Computer type
    PC/Desktop
    Manufacturer/Model
    Lenovo ThinkCentre M910S SFF
    CPU
    i7-7700 @ 3.60MHz
    Motherboard
    Lenovo
    Memory
    16GB DDR4 @ 2400MHz
    Graphics card(s)
    Intel HD 630 Graphics onboard
    Sound Card
    Realtek High Definition Audio onboard
    Monitor(s) Displays
    LG FULL HD (1920x1080@59Hz)
    Screen Resolution
    1920 x 1080
    Hard Drives
    2 x Samsung 870 EVO SSD
    Mouse
    LogiTech M510 wireless
    Keyboard
    Microsoft 600 wired
    Internet Speed
    Fast (for satellite!)
    Browser
    Chrome
    Antivirus
    Malwarebytes Premium and MS Defender

The-Hive

The First Three Star Guru
Guru
VIP
Local time
11:11 PM
Posts
11,312
Location
Wiltshire UK
OS
Windows 11 Pro
Very organised it to OTT for me as only I use this machine family banned from touching it :)
 

My Computers

System One System Two

  • OS
    Windows 11 Pro
    Computer type
    Laptop
    Manufacturer/Model
    Alienware Area 51m R2
    CPU
    10th Gen Core i9 10900K
    Memory
    32GB
    Graphics Card(s)
    Geforce RTX 2080 Super
    Sound Card
    Nvidia HD
    Screen Resolution
    1920x1080
    Hard Drives
    C: Samsung 2TB P981A
    D: Samsung 2TB 970 Evo
    Case
    Dark side of the moon
    Mouse
    Alienware AW610M
    Browser
    Chrome and Firefox
    Antivirus
    Norton
    Other Info
    Killer E3000 Ethernet Controller
    Killer AX1650i Wi-Fi Network Adaptor
    Alienware Z01G Graphic Amplifier
    Tobii Eye Tracker
  • Operating System
    Dual Boot Windows 11 Pro / Windows 11 Pro Dev build
    Computer type
    Laptop
    Manufacturer/Model
    Dell Inspiron 3501
    CPU
    11th Gen i-7 2.80 gb
    Memory
    16Gb
    Screen Resolution
    1920 x 1080
    Hard Drives
    512Gb SSD
    WD 2GB EXT
    Browser
    Chrome
    Antivirus
    Norton

TheMystic

Well-known member
Power User
VIP
Thread Starter
Local time
3:41 AM
Posts
698
OS
Windows 11
Very organised it to OTT for me as only I use this machine family banned from touching it :)
Perhaps you missed the keyword- remote access!

My laptop too is forbidden from physical access. :love:

But some files in there are allowed to be accessed remotely.

I wanted to set it up in a way where changes in security and sharing permissions can be be applied in the minimum possible steps.
 

My Computer

System One

  • OS
    Windows 11
    Computer type
    Laptop
    Manufacturer/Model
    HP Envy dv7
    CPU
    Intel Core i7 3630QM
    Motherboard
    HP
    Memory
    16 GB
    Graphics Card(s)
    Intel HD Graphics 4000 & Nvidia GeForce GT 635M
    Sound Card
    IDT High Definition
    Screen Resolution
    1080p
    Hard Drives
    1 TB Crucial MX500 on bay 1.
    1 TB Seagate HDD on bay 2.
    Antivirus
    Windows Defender
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