06 / files, storage andsf.massart.edu/...intro-files-storage-organization.pdf · storage to keep...

06 / FILES, STORAGE AND ORGANIZATION1

Everything you do on a computer involves files so being organized is important. Organization does not come naturally, but it is a lot easier than people think once you get into the habit. It’s also important to make sure your files are safe in case a computer crashes, your USB flash drive or hard drive is damaged, or something is accidentally lost. In this section we will look at common files and discuss how to keep them organized and backed up.

BASIC FOLDERSKeep in mind the following discussion of basic folders applies primarily if you are working on your own Mac. If you are using one of the Macs in the Visual Language classrooms or SF Cage printing area, you should make sure you are ALWAYS saving your files on your own USB flash drive or hard drive.On a Mac each user account has a standard folder structure.

• Desktop: Whatever you see on your desktop is actually stored in a folder called “Desktop” in the current user’s home folder.

• Downloads: Default location for files downloaded from the internet or email attachments.

• Documents: Where most of your personal files should be organized.

Then there are a few special folders with slightly misleading names.

• Music: Your iTunes library and files for audio programs like Garageband live here.

• Movies: You rent or buy are actually stored in iTunes, but videos you make or edit using Final Cut Pro X or iMovie are stored.

• Pictures: Images are stored here, but if you are using iPhoto or Aperture for managing your image collection, you will need to view them through those programs.

Because you will be working often in class on public computers we will now discuss portable storage.

MassArt Studio Foundation: Visual Language Digital Media Cookbook, Fall 2013

06 FILES, STORAGE, AND ORGANIZATION 1

1 Adapted from the 2012 SF File Management Document

STORAGETo keep files organized you need a place to keep them. Your general options are (1) USB flash drives, (2) hard drives (with a USB or FireWire or Thunderbolt interface), and (3) cloud (online) storage like Google Drive or Dropbox. We can’t discuss all the differences between these, but the fundamental factors we consider when we compare storage options are.1. Speed of access2. Capacity (how much storage space)3. Cost4. Connection options (what kind of

interfaces does the device support? the type of connection also has an effect on speed and cost)

5. Accessibility (convenience)

LAB STORAGE? NO!NEVER trust public computers to save files. Some labs DELETE user files when the machine reboots. In Studio Foundation we sometimes clean up Desktop and user folders, so your files are NOT safe on a lab computer. Always store your media on your own storage device.

Today, the best balance between speed, size and cost are hard drives. To compare cost, figure out the price per size (measured in gigabytes or GBs). You should be working with at least a USB 2 drive and if you like to work with larger files or a lot of videos you might prefer something with a faster interface (e.g. FireWire 800, USB 3, or

Thunderbolt). need to get something faster. Currently none of the iMacs in Studio Foundation support USB 3 so any portable drive you want to use in Studio Foundation must have either a USB 2 or FireWire 800 interface.For accessibility, portable storage and cloud storage differ greatly. If you lose your storage device or leave it behind in your dorm room, you can’t work on your files. On the other hand, if the computer you are working on can’t access the Internet then you can’t access your files in cloud storage. Cloud storage can’t replace hard drives yet, but Services like Dropbox, Google Drive are useful to have and are a good place to keep a backup of recently work that is easy to access from any computer connected to the network.

BACK UP YOUR FILESThe single most important thing you can ever do is make sure you have at least two copies of your files (with each copy on a separate storage device). If you work on your own computer, take advantage of an automated system. For example, Macs come with Time Machine that backs up everything on your computer onto an external hard drive and maintains versions as things change. For added protection online cloud storage can be used to back up files over the network.

FILE TYPESThere are so many different types of files, but they all have a first name and a last name (extension). The name we will talk about later, but the extension is what lets the computer know what type of file it is



and which application it needs to open the file. The extension always comes after a dot (.) at the end of the name. Some common file types you will run into include

• IMAGES: .jpg, .tiff, .gif, .psd

• TEXT: .doc, .rtf, .txt, .pdf

• MEDIA: .mp3, .wav, .mov, .m4v, .wma

FILE EXTENSIONSA filename extension consists of a dot (.) followed by several letters that identify the type of file (see types above). The extension can help determine which application will be used to open the file.Filename extensions are usually hidden in OS X, but if you find them useful, you can see them. In some apps you can choose to show a document’s filename extension when you save the document.If extensions are not show up and you decide to hide them, OS X is still able to open the files with the proper apps.TO SEE FILE EXTENSIONS

1. Choose Finder > Preferences, and then click Advanced

2. Select or deselect “Show all filename extensions.”

Some filename extensions can’t be hidden. For example, images imported from a digital camera might display the .jpg extension even after you deselect “Show extensions” in Finder preferences.

NAMING FILESOne way to know if your naming system works is ask yourself this simple question: If someone needed to find a file

without me there to help, would they be able to find it by reading the names? Take a look at the name of the PDF file in the illustration below:

Color-VLHandout_v02.pdf Imagine we have a job writing a text about Photoshop for artists and you needed to find all your Photoshop documents. Would this name help? What about changing it to something like:

Photoshop_Color_Handout_v02.pdf Naming from general to specific helps us group files by name. Using capital letters and underscores helps us read the name. Having a predetermined system for dealing with numbering helps us track versions or drafts. Providing enough detail in the name also means we can search for what we need easily.

CHARACTERS TO AVOID!The following could cause problems do NOT use them in file names: ! @ # $ % ^ & * ( ) + = ~ [ ] ' " ? / \ , : ; > < Even if you can use then on one computer, they might not work when moving from Mac to Windows or from Windows to Mac. It’s best to stick with Letters, numbers, dashes, and underscores in file names.

FOLDERSIn this exercise we create a series of folders to help us stay organized with Photoshop projects. YOU WILL NEED:

• A storage device.



• A Mac running OS X 7 or later.STEPS:1. Plug your storage device into the

computer. Then open it (double click on it’s icon on the desktop).

2. Using Finder chose File > New Folder3. Name This Folder “Image - Project”4. Now double-click on the folder and

create these additional folders:5. “Originals” This will store copies your

original unedited images as you work with then in Photoshop. You never know when you might want to go back to the original you started with, so avoid saving changes into your original copies.

6. “Exports” This folder will contain any flattened (no layers) versions of your image project and any other versions designed for delivery or presentation.

Create a new folder every time you stsart a new image project and keep your work organized and easy to find.

FOLDER NAMING SCHEMEDuring your time at MassArt and beyond you’ll be creating a lot of image project folders. Even if you are not an artist working with digital tools, you’ll find yourself documenting your work and creating portfolios for critiques, grant submissions, exhibitions, etc. Start now by creating a file naming scheme that will make it easy to find things in the future.

For example, you could give each folder a date and a name, for example: 2013.09.12 Texture on Huntington 2013.10.02 Fall Colors in the Fenway 2013.10.17 Mirrors of Time Exhibit 2013.11.06 Analogues of the RealWith a scheme like this your project folders will always sort chronologically and you can find things easily if you choose words that are clearly descriptive of the project. Develop your own system and apply it consistently. And while you’re at it, don’t forget to make backing up projects part of your everyday workflow.

GOT ORGANIZATION? Can you find what you need when you need it? When you have a new file do you instinctively know where it should go? If the answer to this question is yes you are organized. If not take a look at your system and think about how you might improve it. If you have too many folders you may feel lost. If you have too few you may find you don’t know where something goes. Also if you place too many files inside a single folder you can become overwhelmed while scrolling. Using too many folders inside of folders may lead to getting lost while drilling down. Refining this takes practice and gets easier over time and one way to begin is by going through your folders one at a time and reflecting on how you might rename or relocate things so they are easier to find.

