NoRights Podcast: S2E51 - Organization

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This week Ben and Ian discuss organization and staying organized. Just like managing your physical workspace, it’s important to keep your digital workspace clean and tidy.

When managing media, here are some points to consider.

Many media players like iTunes and Winamp have built-in file management and automatic media organization.
There is no perfect system or little robo-maid to organize your various raw files, that’s your job.
Everyone may have personal preferences on folder structure, but its a good idea to plan out a basic one that you’re happy with early on, because its harder to change later, with thousands of files and folders.
Create a non-destructive structure and process where it is virtually impossible to accidentally overwrite a source file
Have a consistent file naming convention.
When you save a file, take a moment to think about what words you might use to search for that file later, and then be sure to use those keywords in the file’s name.
Its also a good idea to have your media properly tagged with exif and metadata, so that your media can be easily recognized and categorized by software.
Have a permanent root folder for all of your media files.
This root folder should be on a drive where the path never changes. This helps avoid breaking any references to project files and media, so editing software and media players always know where everything is.
If possible, have your media folder be at the root of your drive, this keeps the paths of your files shorter, which minimizes reference and indexing problems with software. i.e. don’t use the Libraries folder in Windows.
Your media folder can then contain sub-folders, for different categories of media, such as Audio, Documents, Games, Pictures, Software, and Video.
These subfolders doesn’t have to only contain that specific file type, they can also share other types of content. i.e. having cover art inside of your music folder.
If you’re an artist, and create your own content, its probably a good idea to have a separate project folder for content you produce, and a library folder for multimedia entertainment you consume.
Most importantly, back up your files when and where ever you can, especially if you produce your own content! Also make separate revision files of your work.

Ian’s Basic Folder Structure For Media

Media – \Media\
Audio – \Media\Audio\
Documents – \Media\Documents\
Games – \Media\Games\
Images – \Media\Images\
Software – \Media\Software\
Video – \Media\Video\

Audio Structure

Audio Books

Audio <Book>s – \Media\Audio\Audio Books\
Author – \Media\Audio\Audio Books\<Author>\
Book – \Media\Audio\Audio Books\<Author>\<Book>\
Track – \Media\Audio\Audio Books\<Author>\<Book>\<Title>.mp3
Cover Art – \Media\Audio\Audio Books\<Author>\<Book>\<Book>.jpg
Content – \Media\Audio\Audio Books\<Author>\<Book>\<Content>\

Environmental FX

Environmental FX – \Media\Audio\Environmental FX\
Library – \Media\Audio\Environmental FX\<Library>\
Scene – \Media\Audio\Environmental FX\<Library>\<Scene>\
Track – \Media\Audio\Environmental FX\<Library>\<Scene>\<Title>.mp3
Cover Art – \Media\Audio\Environmental FX\<Library>\<Scene>\<Library>.jpg

Music

Music – \Media\Audio\Music\
Artist – \Media\Audio\Music\<Artist>\
Album – \Media\Audio\Music\<Artist>\<Album>\
Track – \Media\Audio\Music\<Artist>\<Album>\<Title>.mp3
Cover Art – \Media\Audio\Music\<Artist>\<Album>\<Album>.jpg
Playlists – \Media\Audio\Music\_Playlists\
Genre – \Media\Audio\Music\_Playlists\<Genre>\
Title – \Media\Audio\Music\_Playlists\<Genre>\<Title>.pls
Radio Streams – \Media\Audio\Music\_Playlists\Radio Streams\
Genre – \Media\Audio\Music\_Playlists\Radio Streams\<Genre>\
Title – \Media\Audio\Music\_Playlists\Radio Streams\<Title>.pls

Radio Shows

Radio Shows – \Media\Audio\Radio Shows\
Show – \Media\Audio\Radio Shows\<Show>\
Track – \Media\Audio\Radio Shows\<Show>\<Show> – <YYYY-MM-DD> – <Title>.mp3
Cover Art – \Media\Audio\Radio Shows\<Show>\<Show>.jpg
Playlists – \Media\Audio\Radio Shows\_Playlists\
Genre – \Media\Audio\Radio Shows\_Playlists\<Genre>\
Title – \Media\Audio\Radio Shows\_Playlists\<Genre>\<Title>.pls
Radio Streams – \Media\Audio\Radio Shows\_Playlists\Radio Streams\
Genre – \Media\Audio\Radio Shows\_Playlists\Radio Streams\<Genre>\
Title – \Media\Audio\Radio Shows\_Playlists\Radio Streams\<Title>.pls

Podcasts

Podcasts – \Media\Audio\Podcasts\
Show – \Media\Audio\Podcasts\<Show>\
Track – \Media\Audio\Podcasts\<Show>\<Show> – <Episode> – <Title>.mp3
Cover Art – \Media\Audio\Podcasts\<Show>\<Show>.jpg
Playlists – \Media\Audio\Podcasts\_Playlists\
Genre – \Media\Audio\Podcasts\_Playlists\<Genre>\
Title – \Media\Audio\Podcasts\_Playlists\<Genre>\<Title>.pls
Radio Streams – \Media\Audio\Podcasts\_Playlists\Radio Streams\
Genre – \Media\Audio\Podcasts\_Playlists\Radio Streams\<Genre>\
Title – \Media\Audio\Podcasts\_Playlists\Radio Streams\<Title>.pls

Sound FX

Sound FX – \Media\Audio\Sound FX\
Library – \Media\Audio\Sound FX\<Library>\
Source – \Media\Audio\Sound FX\<Library>\<Source>\
Track – \Media\Audio\Sound FX\<Library>\<Source>\<Title>.mp3
Cover Art – \Media\Audio\Sound FX\<Library>\<Source>\<Library>.jpg

Documents Structure

Books

Books – \Media\Documents\Books\
Genre – \Media\Documents\Books\<Genre>\
Author – \Media\Documents\Books\<Genre>\<Author>\
Book – \Media\Documents\Books\<Genre>\<Author>\<Book>\
Title – \Media\Documents\Books\<Genre>\<Author>\<Book>\<Title>.pdf
Cover Art – \Media\Documents\Books\<Genre>\<Author>\<Book>\<Book>.jpg
Content – \Media\Documents\Books\<Genre>\<Author>\<Book>\<Content>\

Comics

Comics – \Media\Documents\Comics\
Genre – \Media\Documents\Comics\<Genre>\
Author – \Media\Documents\Comics\<Genre>\<Author>\
Series – \Media\Documents\Comics\<Genre>\<Author>\<Series>\
Comic – \Media\Documents\Comics\<Genre>\<Author>\<Series>\<Comic>\
Title – \Media\Documents\Comics\<Genre>\<Author>\<Series>\<Comic>\<Series> – <Title>.pdf
Cover Art – \Media\Documents\Comics\<Genre>\<Author>\<Series>\<Comic>\<Book>.jpg
Content – \Media\Documents\Comics\<Genre>\<Author>\<Series>\<Comic>\<Content>\

Programming

Programming – \Media\Documents\Programming\
Language – \Media\Documents\Programming\<Language>\
Project – \Media\Documents\Programming\<Language>\<Project>\
Resources – \Media\Documents\Programming\<Language>\<Project>\<Resources>\

Tutorials (Ebook, PDF and HTML)

Tutorials – \Media\Documents\Tutorials\
Genre – \Media\Documents\Tutorials\<Genre>\
Author – \Media\Documents\Tutorials\<Genre>\<Author>\
Series – \Media\Documents\Tutorials\<Genre>\<Author>\<Series>\
Title – \Media\Documents\Tutorials\<Genre>\<Author>\<Series>\<Series> – <Title>.pdf
Cover Art – \Media\Documents\Tutorials\<Genre>\<Author>\<Series>\<Series>.jpg
Content – \Media\Documents\Tutorials\<Genre>\<Author>\<Series>\<Content>\

Various Documents

Finances – \Media\Documents\Finances\
Legal – \Media\Documents\Legal\
Marketing – \Media\Documents\Marketing\
Manuals – \Media\Documents\Manuals\
Passwords – \Media\Documents\Passwords\
Planning – \Media\Documents\Planning\
Products – \Media\Documents\Products\
Projects – \Media\Documents\Projects\
Resume – \Media\Documents\Resume\
Systems – \Media\Documents\Systems\
Technology – \Media\Documents\Technology\

Games Structure

Desktop Games

Desktop – \Media\Games\Desktop\
OS – \Media\Games\Desktop\<OS>\
Game – \Media\Games\Desktop\<OS>\<Game>\
Title – \Media\Games\Desktop\<OS>\<Game>\<Title>.exe
Cheats – \Media\Games\Desktop\<OS>\<Game>\Cheats\
Content – \Media\Games\Desktop\<OS>\<Game>\Content\
Guide – \Media\Games\Desktop\<OS>\<Game>\Guide\
Mods – \Media\Games\Desktop\<OS>\<Game>\Mods\

Mobile Games

Mobile – \Media\Games\Mobile\
Platform – \Media\Games\Mobile\<Platform>\
Game – \Media\Games\Mobile\<Platform>\<Game>\
Title – \Media\Games\Mobile\<Platform>\<Game>\<Title>.apk
Cheats – \Media\Games\Mobile\<Platform>\<Game>\Cheats\
Content – \Media\Games\Mobile\<Platform>\<Game>\Content\
Guide – \Media\Games\Mobile\<Platform>\<Game>\Guide\
Mods – \Media\Games\Mobile\<Platform>\<Game>\Mods\

Rom Games

Roms – \Media\Games\Roms\
Console – \Media\Games\Roms\<Console>\
Game – \Media\Games\Roms\<Console>\<Game>\
Emulator – \Media\Games\Roms\<Console>\<Game>\_Emulator\
Title – \Media\Games\Roms\<Console>\<Game>\<Title>.rom
Cheats – \Media\Games\Roms\<Console>\<Game>\Cheats\
Content – \Media\Games\Roms\<Console>\<Game>\Content\
Guide – \Media\Games\Roms\<Console>\<Game>\Guide\
Mods – \Media\Games\Roms\<Console>\<Game>\Mods\

Images Structure

3D Renderings

3D Renderings – \Media\Images\3D Renderings\
Character – \Media\Images\3D Renderings\Character\
Environment – \Media\Images\3D Renderings\Environment\
Props – \Media\Images\3D Renderings\Props\

Background Plates

Background Plates – \Media\Images\Background Plates\
Project – \Media\Images\Background Plates\<Project>\
Scene – \Media\Images\Background Plates\<Project>\<Scene>\

Business Cards

Business Cards – \Media\Images\Business Cards\
Company – \Media\Images\Business Cards\<Company>\
Person – \Media\Images\Business Cards\<Company>\<Person>\

Brushes

Brushes – \Media\Images\Brushes\
Application – \Media\Images\Brushes\<Application>\
Library – \Media\Images\Brushes\<Application>\<Library>\

Device Backgrounds

Device Backgrounds – \Media\Images\Device Backgrounds\
Device – \Media\Images\Device Backgrounds\<Device>\

Flatwork

Flatwork – \Media\Images\Flatwork\
Digital – \Media\Images\Flatwork\Digital\
Traditional – \Media\Images\Flatwork\Traditional\
Charcoal – \Media\Images\Flatwork\Traditional\Charcoal\
Ink – \Media\Images\Flatwork\Traditional\Ink\
Pencil – \Media\Images\Flatwork\Traditional\Pencil\
Paintings – \Media\Images\Flatwork\Traditional\Paintings\

Logos

Logos – \Media\Images\Logos\
Company – \Media\Images\Logos\<Company>\
Graphic – \Media\Images\Logos\<Company>\<Graphic>\

Icons

Icons – \Media\Images\Icons\
Library – \Media\Images\Icons\<Library>\

Photography

Photography – \Media\Images\Photography\
Family – \Media\Images\Photography\Family\
Landscape – \Media\Images\Photography\Landscape\
Panoramas – \Media\Images\Photography\Panoramas\
Portraits – \Media\Images\Photography\Portraits\
Wedding – \Media\Images\Photography\Wedding\

Posters

Posters – \Media\Images\Posters\
Poster – \Media\Images\Posters\<Poster>\

Textures

Textures – \Media\Images\Textures\
Environments – \Media\Images\Textures\Environments\
Manmade – \Media\Images\Textures\Manmade\
Natural – \Media\Images\Textures\Natural\
Object – \Media\Images\Textures\Object\
Procedural – \Media\Images\Textures\Procedural\

Templates

Templates – \Media\Images\Templates\
Color – \Media\Images\Templates\Color\
Color Palettes – \Media\Images\Templates\Color\Color Palettes\
Design – \Media\Images\Templates\Design\
Design – \Media\Images\Templates\Design\Layouts\

Software Structure

Applications

Applications – \Media\Software\Applications\
Application – \Media\Software\Applications\<Application>\
Version – \Media\Software\Applications\<Application>\<Version>\
Title – \Media\Software\Applications\<Application>\<Version>\<Title>.exe

Codecs

Codecs – \Media\Software\Codecs\
Codec – \Media\Software\Codecs\<Codec>\
Version – \Media\Software\Codecs\<Codec>\<Version>\

Drivers

Drivers – \Media\Software\Drivers\
Device – \Media\Software\Drivers\<Device>\
Driver – \Media\Software\Drivers\<Device>\<Driver>\
Version – \Media\Software\Drivers\<Device>\<Driver>\<Version>\

Firmware

Firmware – \Media\Software\Firmware\
Device – \Media\Software\Firmware\<Device>\
Version – \Media\Software\Firmware\<Device>\<Version>\

Operating Systems

Operating Systems – \Media\Software\Operating Systems\
OS – \Media\Software\Operating Systems\<OS>\
Version – \Media\Software\Operating Systems\<OS>\<Version>\

Video Structure

Documentaries

Documentaries – \Media\Video\Documentaries\
Medical – \Media\Video\Documentaries\Medical\
Title – \Media\Video\Documentaries\Medical\<Title>.mp4
Covers – \Media\Video\Documentaries\Medical\_Covers\
Cover Art – \Media\Video\Documentaries\Medical\_Covers\<Title>.jpg
Political – \Media\Video\Documentaries\Political\
Title – \Media\Video\Documentaries\Political\<Title>.mp4
Covers – \Media\Video\Documentaries\Political\_Covers\
Cover Art – \Media\Video\Documentaries\Political\_Covers\<Title>.jpg
Religious – \Media\Video\Documentaries\Religious\
Title – \Media\Video\Documentaries\Religious\<Title>.mp4
Covers – \Media\Video\Documentaries\Religious\_Covers\
Cover Art – \Media\Video\Documentaries\Religious\_Covers\<Title>.jpg
Scientific – \Media\Video\Documentaries\Scientific\
Title – \Media\Video\Documentaries\Scientific\<Title>.mp4
Covers – \Media\Video\Documentaries\Scientific\_Covers\
Cover Art – \Media\Video\Documentaries\Scientific\_Covers\<Title>.jpg

Internet

Internet – \Media\Video\Internet\
Vimeo – \Media\Video\Internet\Vimeo\
Channel – \Media\Video\Internet\Vimeo\<Channel>\
Title – \Media\Video\Internet\Vimeo\<Channel>\<Title>.mp4
Youtube – \Media\Video\Internet\Youtube\
Channel – \Media\Video\Internet\Youtube\<Channel>\
Title – \Media\Video\Internet\Youtube\<Channel>\<Title>.mp4

Movies

Movies – \Media\Video\Movies\
Title – \Media\Video\Movies\<Title>.mp4
Title [720P] – \Media\Video\Movies\<Title> [720P].mp4
Title [1080P] – \Media\Video\Movies\<Title> [1080P].mp4
Covers – \Media\Video\Movies\_Covers\
Cover Art – \Media\Video\Movies\_Covers\<Title>.jpg
Posters – \Media\Video\Movies\_Posters\
Poster – \Media\Video\Movies\_Posters\<Title>.jpg
Subtitles – \Media\Video\Movies\_Subtitles\
Subtitle – \Media\Video\Movies\_Subtitles\<Title>.srt
Trailers – \Media\Video\Movies\_Trailers\
Trailer – \Media\Video\Movies\_Subtitles\<Title>.mp4

Music Videos

Music Videos – \Media\Video\Music Videos\
Artist – \Media\Video\Music Videos\<Artist>\
Album – \Media\Video\Music Videos\<Artist>\<Album>\
Track – \Media\Video\Music Videos\<Artist>\<Album>\<Title>.mp4
Cover Art – \Media\Video\Music Videos\<Artist>\<Album>\<Album>.jpg

Screensavers

Screensavers – \Media\Video\Screensavers\
Resolution – \Media\Video\Screensavers\<Resolution>\
Genre – \Media\Video\Screensavers\<Resolution>\<Genre>\
Title – \Media\Video\Screensavers\<Resolution>\<Genre>\<Title>.mp4

Television

Television – \Media\Video\Television\
Show – \Media\Video\Television\<Show>\
Season – \Media\Video\Television\<Show>\<Season>\
Episode – \Media\Video\Television\<Show>\<Season>\<Show> – <Season><Episode> – <Title>.mp4

Tutorials

Tutorials – \Media\Video\Tutorials\
Genre – \Media\Video\Tutorials\<Genre>\
Author – \Media\Video\Tutorials\<Genre>\<Author>\
Series – \Media\Video\Tutorials\<Genre>\<Author>\<Series>\
Title – \Media\Video\Tutorials\<Genre>\<Author>\<Series>\<Series> – Lesson <#> – <Title>.mp4
Cover Art – \Media\Video\Tutorials\<Genre>\<Author>\<Series>\<Series>.jpg
Content – \Media\Video\Tutorials\<Genre>\<Author>\<Series>\<Content>\

General Guides on Organizing Your Media Library

Media Naming and Organization Guide

File Organization Techniques

File Organization

Collecting and Organizing Footage

Geek to Live: Organizing “My Documents”

File Organization, Toolbox.com

LifeHacker, Organize Your Data

Wikipedia Article On File Systems

File Management and Organization Tools and Ideas

Organizing Data

Media File Organization Discussion