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Organizing files for better performance and backups
Summary: This article provides best practices for organizing data on a computer to improve performance and ensure important files are backed up.
Avoid storing files on the desktop
Saving files on the desktop may seem convenient, but it can lead to performance issues and lost data. Common problems include:
- The desktop becomes cluttered and difficult to manage, making it harder to find files.
- New files may be saved off-screen or stacked on top of others, appearing “lost.”
- The operating system must render all visible desktop icons, which can slow down startup and overall system performance.
Understand how backups work
Colby-issued computers come with Code42, a pre-installed backup solution. It is important to confirm that files are stored in locations that Code42 monitors. Students are encouraged to use a commercially available backup solution.
Code42 Backup Service – Learn more about the backup tool provided by Colby.
Do not store data at the root level of the hard drive
Avoid placing files at the top level of the system drive, such as C:\ on Windows or directly in Macintosh HD on macOS. This practice can cause the following issues:
- Files in these locations are typically not backed up or migrated during system upgrades.
- Unexpected files in these directories can interfere with system operations, potentially slowing down or crashing the system.
Use appropriate directories and organize with folders
Storing files in the Documents or My Documents directory is recommended. These directories are optimized for user data and are included in Code42 backups. To keep files organized:
- Create folders and subfolders based on project, topic, or date.
- Use clear, consistent naming conventions to make locating files easier.
Here is an example of a folder structure for effective data organization:
Image: Suggested folder and subfolder structure for file organization.