How to reorganize messy file servers

Imagine a company that has decided to setup a file server. After the file server is installed and a share is set up, the users create several folders, where they place their files.

With time the users notice that file sharing is easier when the files are stored on the file server, rather than stored locally on their individual computers. In addition, the IT department runs a backup every night. The number of files and folders constantly increases; therefore, it now takes a great deal of effort to find the correct folder.

Additionally, users quickly find out that it is useful to prefix their folders with numbers. This way the folder appears right on top of the list. Shortly, the folder structure looks similar to the one below:

They quickly find out that other characters are even more effective. The folder list becomes like this:

Soon the filer server content becomes a muddled set of folders, with several folders serving the same purpose. It gets harder and harder to find the folder one needs.

How to prevent this problem

The solution to muddled file server content is quite simple. Do not permit users to create first level folders by themselves. They should always ask when they need a folder on that level.

In some environments it might be even better to fix the first level folder structure. Get together all the key users and have them decide on the folders that should be on the first level. After that, new folders could be added to the first level only exceptionally. Users must decide which first level is the most suitable for their data and then create a new folder beneath. All new folders must be created on the second level or lower.

What if you already have a file server in need of folder restructure?

Eventually you will have to grasp the nettle. Remember, many users will resist any change. For that reason it is essential to have top management support.

Make it easy for users to give you information on which folders they use and how they should be restructured. For smaller file servers you can create a template in Word or Excel and ask them to fill in the information. For each folder on the new server they should send you the name of the folder, where should it be placed and which folders from the old server must be migrated to the new folder. Combine the information that users send to you in a spreadsheet and periodically send it back to them. If they notice that some of their folders are not marked for processing they should send you that information.

With some effort you can transform that spreadsheet to a script that can be used to copy the old file server to a new one.

For larger file servers you might need to consider a tool designed for folder restructuring.