[OT] Organising Large File Collections

  • Thread starter Thread starter No I'm Spartacus
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No I'm Spartacus

Hi everyone,

How do you organise your freeware downloads? I have a lot of them, so
I organise mine in a very thorough way. First, I have a downloads
folder. Then, underneath that, I have folders for a number of
categories. Graphics, Internet, Utilities etc (basically program
type). Then, under that I will have sub-categories. For example, under
Graphics, I would have Viewers, Editors, Thumbnailers etc. Then, under
each one of those, I have a folder for the program name, such as
Downloads-Graphics-Viewers-IrfanView. Then, under each program folder,
I will have folders for each version number I have downloaded, like
v3.95, v3.96, v3.97, v3.98 etc. Finally, in each version folder, I
have a text file with the filename of each file in the folder, giving
the program name, version number, description of program and homepage.
Lastly, I also keep a SoftCAT database for all the programs I actually
have installed (far less than what I have downloaded!), giving
basically the same information.

Now, This system works fine for most of the time. However, I've
noticed it makes finding files in folders with a lot of files messier
than what it should be (not all downloads simply consist of one
downloaded file for a program), so I was looking for a better way. I
did think of renaming the files to describe exactly what they are, but
I would prefer not to do that, because if you ever come across a
download, you can sometimes tell by the filename that you already have
it, wthout having to download it and do a binary file comparison.

So, does anyone use a organising system that they think is
particularly good?
 
Hi everyone,

How do you organise your freeware downloads? I have a lot of them, so
I organise mine in a very thorough way. First, I have a downloads
folder. Then, underneath that, I have folders for a number of
categories. Graphics, Internet, Utilities etc (basically program
type). Then, under that I will have sub-categories. For example, under
Graphics, I would have Viewers, Editors, Thumbnailers etc. Then, under
each one of those, I have a folder for the program name, such as
Downloads-Graphics-Viewers-IrfanView. Then, under each program folder,
I will have folders for each version number I have downloaded, like
v3.95, v3.96, v3.97, v3.98 etc. Finally, in each version folder, I
have a text file with the filename of each file in the folder, giving
the program name, version number, description of program and homepage.
Lastly, I also keep a SoftCAT database for all the programs I actually
have installed (far less than what I have downloaded!), giving
basically the same information.
Click to expand...

Wow! You do like complicated folders don't yer!
It sounds like overkill to me.

What's wrong with simply having a single folder containing all your
downloaded s/w installers etc and maintaining a flat text file and
adding an entry for each s/w proggy.
You can then decide exactly what data you contain in this flat file
- eg prog filename, actual prog name, version, program purpose,
date d/l etc etc.
If you uninstall a prog, just delete its entry in the text file after.
Backing up the single folder becomes easy.

This approach reduces the HDD space required for countless folders
and makes all the installers and info about them available quickly.
 
Wow! You do like complicated folders don't yer!
It sounds like overkill to me.

What's wrong with simply having a single folder containing all your
downloaded s/w installers etc and maintaining a flat text file and
adding an entry for each s/w proggy.
You can then decide exactly what data you contain in this flat file
- eg prog filename, actual prog name, version, program purpose,
date d/l etc etc.
If you uninstall a prog, just delete its entry in the text file after.
Backing up the single folder becomes easy.

This approach reduces the HDD space required for countless folders
and makes all the installers and info about them available quickly.
Click to expand...

*lol* I was waiting for someone to state that they thought it was
overly complicated - didn't think it would be the very first reply
though! ;-)

Anyway, you're right - it does sound complicated on the face of it.
However, I've just done a quick search to get an approximate number of
downloads that I have on my PC. In the programs folder (this doesn't
include the games patches/mods folder or the drivers folder),
searching on "*.zip;*.exe;*.rar;*.7z;*.msi" bought up 5651 files.
Searching on *.* bought up 20356 (just over 18GB of downloaded program
files). The actual number of programs would be somewhere in between -
a few of those 20000 downloads are going to be things like .pdf's
(manuals), the txt file I use to describe each download etc.

Even taking the lower figure of 5000 downloads, having that many files
in one folder (and that many entries in one text file), I think will
make it more complicated to find stuff, though there would be less
clicking than what there is now. As an example, if I wanted to find
Pegasus Mail, right now I would have to click to Programs-Internet and
Network-Email and Related-Pegasus Mail and then click into whatever
version folder I wanted (which is every version since v2.55 - another
13 folders all up). At least having only one folder for them all
would save me lots of clicking - but unless they were pretty well
named, finding v4.31 of Pegasus amongst the other 5000 files in that
folder would take some time. Good and bad points for both systems I
think.

I think mainly the number of downloads is the thing that concerns me
about an organising system. I remember way back at one stage in about
1997 when I first connected to the Internet, I used to have all my
downloads in one folder - that was when I only had about 20-30 of them
though - and I don't think I even had a text file describing them! I
don't think it was until shortly after I became a freeware collector a
few years later ( 2002 or something like that I think), that I decided
on the 'one folder per program' sort of system I have now.

Mind you, 99% of the programs I download never get installed or used,
but I feel this strange compulsion to download them anyway. A 'ah, I
better grab that one just in case I ever need it and the website
disappears tomorrow' sort of feeling. I'm a weird person.
 
No said:
Mind you, 99% of the programs I download never get installed or used,
but I feel this strange compulsion to download them anyway. A 'ah, I
better grab that one just in case I ever need it and the website
disappears tomorrow' sort of feeling. I'm a weird person.
Click to expand...

The way I handle this is to try the software, and make a decision: keeper or
not. The keepers get installed and go to a backup disk,
the rest go either to a dump dir, or (if bad enough) to trash.


But then I'm not particularly insecure about missing out on progs. To me they
are like usenet posts: there are more than I could possibly process, most of
them are no worth much, and they keep flooding at the gates. The real issue is
to get rid of the dreck fast enough, not the risk to miss out on a nugget.

(anyway, it is really good, I'll keep hearing about it)



But hey, if it makes you feel better, it's prolly cheaper than a shrink. Enjoy.
DAN
 
Hi everyone,

How do you organise your freeware downloads? I have a lot of them, so
I organise mine in a very thorough way. First, I have a downloads
folder. Then, underneath that, I have folders for a number of
categories. Graphics, Internet, Utilities etc (basically program
type). Then, under that I will have sub-categories. For example, under
Graphics, I would have Viewers, Editors, Thumbnailers etc. Then, under
each one of those, I have a folder for the program name, such as
Downloads-Graphics-Viewers-IrfanView. Then, under each program folder,
I will have folders for each version number I have downloaded, like
v3.95, v3.96, v3.97, v3.98 etc. Finally, in each version folder, I
have a text file with the filename of each file in the folder, giving
the program name, version number, description of program and homepage.
Lastly, I also keep a SoftCAT database for all the programs I actually
have installed (far less than what I have downloaded!), giving
basically the same information.

Now, This system works fine for most of the time. However, I've
noticed it makes finding files in folders with a lot of files messier
than what it should be (not all downloads simply consist of one
downloaded file for a program), so I was looking for a better way. I
did think of renaming the files to describe exactly what they are, but
I would prefer not to do that, because if you ever come across a
download, you can sometimes tell by the filename that you already have
it, wthout having to download it and do a binary file comparison.

So, does anyone use a organising system that they think is
particularly good?
--

Regards,

Spartacus
Click to expand...

I don't go to such extremes. I keep my folder structure just 3 deep ...
Downloads is the top level, CategoryName the 2nd level, and
SubCategotyName as the 3rd level.

I zip every installer that is not already a zip file, and use the Zip
comment feature of a *good* zip program to record any description,
website, and other info in with the zip file. I rename all my zips to a
more suitable name.

Using Pegasus Mail as the example, my Pmail255.zip, Pmail300.zip,
Pmail431.zip would be in my Downloads\Internet\Email folder, along with
PopTray303.zip, PopTray310.zip etc ....

My file manager of choice shows the Zip Comment as a tool tip when I
hover the mouse over the zip file.

Having a larger number of files in a folder also allows me to copy almost
any folder/group of related folders to a CD for backup.
 
No said:
So, does anyone use a organising system that they think is
particularly good?
Click to expand...

I...

1. Toss all downloads into a folder. Each is in a zip together with a
file_id.diz that I make giving brief info and an URL.

2. When I get 700 MB I burn the lot to a CD

3. I then read that CD into a "Downloads Catalog" with a very neat DB
program that allows me to set up an infinite number of
catagories/sub-catagories/sub-sub-catagories etc. Each can be color
coded, lots of other very good and handy features too. In fact, it is
the best DB program I have ever seen.

I shan't tell you the programs's name since it is payware but everytime
I wonder, "WhereIsIt"?, I can find whatever I want immediately :)

BTW, the reason for the file_id.diz file is that the wonderful, un-named
program will import it and show the contents as a tool tip when the
associated d/l is selected. The displayed URL is hot too. More info in
my dandies below under "Favorite Programs - Finding Things".

--
dadiOH
____________________________

dadiOH's dandies v3.06...
....a help file of info about MP3s, recording from
LP/cassette and tips & tricks on this and that.
Get it at http://mysite.verizon.net/xico
 
No said:
I
did think of renaming the files to describe exactly what they are, but
I would prefer not to do that, because if you ever come across a
download, you can sometimes tell by the filename that you already have
it, wthout having to download it and do a binary file comparison.
Click to expand...

I often add the file version (and sometimes other info) as a *prefix* -
"xyz.zip" becomes "v1002_xyz.zip". You can search for the original file
name by adding a wild card - a search for "*xyz.zip" will find the
renamed file.

Susan
--
Posted to alt.comp.freeware
Search alt.comp.freeware (or read it online):
http://www.google.com/advanced_group_search?q=+group:alt.comp.freeware
Pricelessware & ACF: http://www.pricelesswarehome.org
Pricelessware: http://www.pricelessware.org (not maintained)
 
*lol* I was waiting for someone to state that they thought it was
overly complicated - didn't think it would be the very first reply
though! ;-)

Anyway, you're right - it does sound complicated on the face of it.
However, I've just done a quick search to get an approximate number of
downloads that I have on my PC. In the programs folder (this doesn't
include the games patches/mods folder or the drivers folder),
searching on "*.zip;*.exe;*.rar;*.7z;*.msi" bought up 5651 files.
Searching on *.* bought up 20356 (just over 18GB of downloaded program
files). The actual number of programs would be somewhere in between -
a few of those 20000 downloads are going to be things like .pdf's
(manuals), the txt file I use to describe each download etc.

Even taking the lower figure of 5000 downloads, having that many files
in one folder (and that many entries in one text file), I think will
make it more complicated to find stuff, though there would be less
clicking than what there is now. As an example, if I wanted to find
Pegasus Mail, right now I would have to click to Programs-Internet and
Network-Email and Related-Pegasus Mail and then click into whatever
version folder I wanted (which is every version since v2.55 - another
13 folders all up). At least having only one folder for them all
would save me lots of clicking - but unless they were pretty well
named, finding v4.31 of Pegasus amongst the other 5000 files in that
folder would take some time. Good and bad points for both systems I
think.

I think mainly the number of downloads is the thing that concerns me
about an organising system. I remember way back at one stage in about
1997 when I first connected to the Internet, I used to have all my
downloads in one folder - that was when I only had about 20-30 of them
though - and I don't think I even had a text file describing them! I
don't think it was until shortly after I became a freeware collector a
few years later ( 2002 or something like that I think), that I decided
on the 'one folder per program' sort of system I have now.

Mind you, 99% of the programs I download never get installed or used,
but I feel this strange compulsion to download them anyway. A 'ah, I
better grab that one just in case I ever need it and the website
disappears tomorrow' sort of feeling. I'm a weird person.
Click to expand...

Holy cow! This is clearly a work of faith for you...
Any changes you make to your indexing/filing system is going to
involve a lot of effort given the huge number of d/l progs you have.

The problem is that you've allowed the collection to become so huge
that any conversion to a robust library system will involve effort.

You could eg put them all in one folder and use one of those free
utils (eg rjhExtensions) to produce a 'directory.txt' listing of the
whole lot in about 0.3 seconds. But that won't provide a description
against each file - only you can do that and it'll have to be done
manually.

Have you thought of hiring a professional librarian? ;-)
 
dadiOH said:
I shan't tell you the programs's name since it is payware but everytime
I wonder, "WhereIsIt"?, I can find whatever I want immediately :)
Click to expand...

Your "wonderings" is a brilliant piece of work. ;)
 
So, does anyone use a organising system that they think is
particularly good?
Click to expand...

Well, lemme tell ya, it was a whole lot easier when I was using a Mac. I'd
just color-code the folders according to category.

In Windows, it's not so easy. So I just put everything in Program Folders
and rely on Softcat if I can't remember the name of a particular program.

I actually spent about a year trying to find the functionality of Mac's
color-coding system in Windows...to no avail. (There were solutions, but
they were cumbersome.) But Softcat works most of the time. And for
programs I frequently use, I have them coded into my Run program. I just
type an "alias" and the program runs.
 
No I'm Spartacus said:
Hi everyone,

How do you organise your freeware downloads? I have a lot of them, so
I organise mine in a very thorough way. First, I have a downloads
folder. Then, underneath that, I have folders for a number of
categories. Graphics, Internet, Utilities etc (basically program
type). Then, under that I will have sub-categories. For example, under
Graphics, I would have Viewers, Editors, Thumbnailers etc. Then, under
each one of those, I have a folder for the program name, such as
Downloads-Graphics-Viewers-IrfanView. Then, under each program folder,
I will have folders for each version number I have downloaded, like
v3.95, v3.96, v3.97, v3.98 etc. Finally, in each version folder, I
have a text file with the filename of each file in the folder, giving
the program name, version number, description of program and homepage.
Lastly, I also keep a SoftCAT database for all the programs I actually
have installed (far less than what I have downloaded!), giving
basically the same information.
Click to expand...

I don't go quite to that extent. Everything I download goes into the
"Downloads" folder on my Desktop. From there, I install it. If it's a
keeper, I have a backup drive with 8 category folders (Graphic, Games,
Internet, System and Tools, etc.). One of my "must-have" apps is File
Targets, because then I can just right-click on the file and move it to the
appropriate folder. If I ever have a crash, all my stuff is right there
waiting to be reinstalled.
 
I have a DL folder for all my program downloads, and the structure is pretty
elaborate underneath.

The problem is, there are many different ways to categorize programs, and
pretty tough to remember your scheme so you can be consistent about it.

As a result it becomes tough to find programs some times.

So one thing I'd recommend very highly is a quick search program like
Locate32 so you can find where in the structure you've put a given program.
That makes it easier to make sure that you put related programs in the same
place in the structure.

Locate32
http://www.uku.fi/~jmhuttun/english/softwares.shtml

Even with Locate32, I still try to put my programs into a tree like
structure so that I can "drill down" to see what kinds of programs I have
available for a given purpose.

I'm going to look at SoftCat though.
 
Using at least one appendage, the entity known in this space-time
I have a DL folder for all my program downloads, and the structure is
pretty elaborate underneath.

The problem is, there are many different ways to categorize programs,
and pretty tough to remember your scheme so you can be consistent
about it.

As a result it becomes tough to find programs some times.

So one thing I'd recommend very highly is a quick search program like
Locate32 so you can find where in the structure you've put a given
program. That makes it easier to make sure that you put related
programs in the same place in the structure.

Locate32
http://www.uku.fi/~jmhuttun/english/softwares.shtml

Even with Locate32, I still try to put my programs into a tree like
structure so that I can "drill down" to see what kinds of programs I
have available for a given purpose.

I'm going to look at SoftCat though.
Click to expand...

Could also try 4DOS with it's "Descriptions", if you're comfortable with
the Command Line. Free now, but no longer supported

http://download.jpsoft.com/4dos/4dos.exe
 
Hi everyone,

How do you organise your freeware downloads? I have a lot of them, so
I organise mine in a very thorough way. First, I have a downloads
folder. Then, underneath that, I have folders for a number of
categories. Graphics, Internet, Utilities etc (basically program
type). Then, under that I will have sub-categories. For example, under
Graphics, I would have Viewers, Editors, Thumbnailers etc. Then, under
each one of those, I have a folder for the program name, such as
Downloads-Graphics-Viewers-IrfanView. Then, under each program folder,
I will have folders for each version number I have downloaded, like
v3.95, v3.96, v3.97, v3.98 etc. Finally, in each version folder, I
have a text file with the filename of each file in the folder, giving
the program name, version number, description of program and homepage.
Lastly, I also keep a SoftCAT database for all the programs I actually
have installed (far less than what I have downloaded!), giving
basically the same information.

Now, This system works fine for most of the time. However, I've
noticed it makes finding files in folders with a lot of files messier
than what it should be (not all downloads simply consist of one
downloaded file for a program), so I was looking for a better way. I
did think of renaming the files to describe exactly what they are, but
I would prefer not to do that, because if you ever come across a
download, you can sometimes tell by the filename that you already have
it, wthout having to download it and do a binary file comparison.

So, does anyone use a organising system that they think is
particularly good?
Click to expand...

Hi again everyone,

Thank you for all your replies - there were a few more than what I
expected. You've given me a few options to think about. One thing I
was thinking about last night when I was trying to sleep, was that
though the way I do things now has its disadvantages, it does have one
advantage. That is - what happens if you want a program, but don't
know the name of one? In this case, if you do have your files super
organised, you can think 'Ok, I need an audio editor. That means that
I go into the Audio folder, and look for a folder that has 'Editor' in
the name somewhere, and underneath that, I will find about a dozen
different alternatives". Though I guess a google search for 'audio
editor' would also quickly solve your dilemma, even if you didn't have
your files organised that deeply.

DAN: It certainly is cheaper than a shrink! *lol*

hummingbird: You've hit the nail right on the head I think. I think I
have actually painted myself into a corner, because as you say,
whatever new system I choose will involve a lot of work to convert to.
I could of course just leave the old system in place, but just not use
it anymore, and then start a new system for anything I download from
today onwards - I will give that some thought. (*lol* - I hadn't
actually ever considered becoming a librarian - I think I have this
image in my head of all librarian's being middle aged women who go
around saying "shhhhhhhhhhhhhhhhhhhhhhh!" to everyone!)

Doc: Hey, that's an idea I had never actually thought of. Using Zip
comments. I use Total Commander as my file manager (one of the only
two or three payware programs on my PC), and I think from memory it
does show zip comments. It certainly does for file.bbs and
descript.ion files (I use descript.ion for my media collection - one
entry per file in the file, and it shows info such as where the file
came from etc in the tooltips).

Dud: Thanks for the link, I will check it out.

dadiOH: *lol* Hm, I just wonder what that program is called! I'm
touching my monitor now, trying to read your thoughts over the
Internet. Ok, it's coming into focus...nope, it's, wait - yep, got it!
Don't worry, I won't mention its name now either ;-) (and I agree with
Doc - nice little website you have - I think I actually recall
stumbling across it at least once before, quite a while back now when
I was looking for something regarding conversion of tape to MP3...)

Susan: That's a nice little idea too - I did think about renaming the
files, but wanting to keep the original names was also on my mind. You
have a compromise between the two in your system, and I think I could
see that working on my PC...

jacaranda: If by colour coding you mean changing the colour of the
icon that is shown by your file manager, there are Windows programs
that can do that (well, for versions of Windows that understand the
desktop.ini file, which is how they do this trick - Win XP does, I'm
not sure about earlier versions). Two that come to mind are Rainbow
Folders, and ChangeIcon. I use ChangeIcon myself - it integrates into
Explorer better. Right click the folder icon, select Change Icon, pick
what you want to change it to, and it's done. With RainbowFolders, you
have to manually edit the registry to add that 'right click on folder'
functionality that ChangeIcon puts into the installation
automatically.

Thip: Hm, that's similar to Doc's system - just limit yourself to a
smaller number of folders (I think everytime I go to drop an updated
version of a program into my Programs folder that I've gone way
overboard when it comes the the number of levels).

Anyway, I need to think about it. As hummingbird said, it's going to
take a lot of effort to change, and I don't want to take that effort,
and then decide a week into the new system that it doesn't work
afterall, and have to change again. I do like the simple idea of just
renaming the files but including the original names however.
 
I have a DL folder for all my program downloads, and the structure is pretty
elaborate underneath.

The problem is, there are many different ways to categorize programs, and
pretty tough to remember your scheme so you can be consistent about it.

As a result it becomes tough to find programs some times.

So one thing I'd recommend very highly is a quick search program like
Locate32 so you can find where in the structure you've put a given program.
That makes it easier to make sure that you put related programs in the same
place in the structure.

Locate32
http://www.uku.fi/~jmhuttun/english/softwares.shtml

Even with Locate32, I still try to put my programs into a tree like
structure so that I can "drill down" to see what kinds of programs I have
available for a given purpose.

I'm going to look at SoftCat though.
Click to expand...

Wow, a feeling of deja vu here. I have Agent Ransack setup for that
same purpose. A custom search, saved to just look in the Programs
folder. I have even edited the registry so that when I double click in
Agent, it opens the file/folder in my (non Windows Explorer) file
manager. I still put my prorams into that tree structure though, for
the same reason - if you don't know a specific program name, but know
what sort of utility it is, you can go in and see exactly what
programs you have that perform that function...
 
[email protected] wrote: said:
Have you thought of hiring a professional librarian? ;-)
Click to expand...

While I can sympathise with the OP, being a compulsive "archiver" of
all sorts of crap myself, I'm left wondering if the best solution
isn't simply a hard disk failure with no backups available. Then the
OP would have time to go out and do useful things -- feed the poor,
lead the blind ...

Unfortunately, this simple approach wouldn't work in my case because
severe paranoia has insured I have at least four copies of everything
on assorted CDRs and remote PCs. %-)


Cheers, Phred.
 
No said:
On Wed, 22 Feb 2006 01:31:49 +1100, No I'm Spartacus
Click to expand...
Susan: That's a nice little idea too - I did think about renaming the
files, but wanting to keep the original names was also on my mind. You
have a compromise between the two in your system, and I think I could
see that working on my PC...
Click to expand...

One potential benefit: adding a prefix with the version number would let
you keep all the versions of a program in one folder (one less layer of
subfolders).

Susan
--
Posted to alt.comp.freeware
Search alt.comp.freeware (or read it online):
http://www.google.com/advanced_group_search?q=+group:alt.comp.freeware
Pricelessware & ACF: http://www.pricelesswarehome.org
Pricelessware: http://www.pricelessware.org (not maintained)
 
One potential benefit: adding a prefix with the version number would let
you keep all the versions of a program in one folder (one less layer of
subfolders).

Susan
Click to expand...

Yes, and it would also put the files in the correct order, so to
install the latest version, you would just have to click on the last
file in the list (assuming you have it sorted by name). eg:

v395_IrfanView-iview.exe
v396_IrfanView-iview.exe
v397_IrfanView-iview.exe
v398_IrfanView-iview.exe

To install v3.98 of IrfanView, just run the last one. Very nice :-)
I'm liking the idea of renaming the files and just keeping them in the
one folder more and more. The only downside is that just by using the
version as the prefix, you couldn't tell that IrfanView was a graphics
viewer. Potential solutions I think are:
1. Use a small number of folders (one only - so folder for Graphics,
folder for Internet etc), and just have the downloads in those (one
layer of folders would be manageable - a couple of the posters in this
thread have one layer systems)
2. As well as the version, use maybe a main function and sub-function
in the prefix. eg: v398_Graphics_Viewer_IrfanView-iview.exe
3. Put the category information in a text file, and just use the
version number as the prefix for the file. So in the text file, I may
have an entry something like:
IrfanView: Graphics viewer. www.irfanview.com

Converting all my current downloads to a new system is a bit daunting,
but I have two options:
1. Leave the current downloads alone, just start the new system as of
today
2. Wait until one weekend I am very very bored and have nothing else
to do, and... ;-)
 
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