The complete presentation from the webinar of 31 July 2025 — a practical guide for everyone who wants to move their file server storage into a logical, secure and efficient structure.
Why a data usage concept?
Constant searching for information, wrong versions of data, lost time, security gaps and compliance violations: a data usage concept (DNK) is the structured strategy against this — with measurable benefits in efficiency, costs, data security and compliance. The basis is understanding the current structure: analysis of data volume, permissions and responsibilities, for example with the migRaven.24/7 Analyzer.
The most important rules
- Classification — personal data in the home drive, public data in the department or project directory, private data does not belong on the company network (to be agreed with the works council).
- Folder structure — shallow nesting (maximum 5, ideally 3 levels), 10–20 folders per level, unique names, no empty folders.
- Purpose-bound directories — nine types, from management, department, project and process directories through to transfer directories with automatic deletion after about a week.
- File naming — only a–z, A–Z, 0–9, hyphen and underscore; no spaces, umlauts or special characters; clean versioning instead of names such as „new" or „old".
Technological support is provided by Folder Self Service and Desktop Client (migRaven.24/7): create folders yourself, set permissions, set a deletion date — time savings, security, no uncontrolled growth.
