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Best Practices for Organizing Spaces in OpenCloud

Spaces are collaborative areas meant to be used by multiple users. Unlike personal storage, they must be structured in a way that supports clarity, collaboration, and scalability. This guide helps you set up and maintain well-organized, long-term usable Spaces.

General Principles​

  • Plan first – Don't treat Spaces like ad-hoc storage. Think ahead.
  • Think in roles and teams – Structure based on how people work together.
  • Keep it scalable – Choose a structure that works now and with more users later.
  • Apply consistency – Naming, access, and structure should follow shared rules.

Example: Family​

📁 Family Space
 ├── 📂 Documents
 │    ├── 🧾 Insurance
 │    └── 📑 Contracts
 ├── 📂 Photos
 │    ├── 📸 2024
 │    └── 📸 2023
 └── 📂 Shared Notes

School / Kindergarten​


📁 2024
 ├── 📂 Class 3B
 │    ├── 📂 Teaching Materials
 │    ├── 📂 Parent Communication
 │    ├── 📂 Homework Submissions
 │    └── 📂 Events & Photos
 ├── 📂 Class 4C
 │    ├── 📂 Teaching Materials
 │    ├── 📂 Parent Communication
 │    ├── 📂 Homework Submissions
 │    └── 📂 Events & Photos

Company / Team​

📁 Marketing Team
 ├── 📂 Campaigns
 │    ├── 📂 Q1-2025
 │    └── 📂 Q2-2025
 ├── 📂 Templates
 ├── 📂 Reports
 └── 📂 Meeting Notes

Naming Conventions​

  • Use clear, descriptive names – avoid "new folder" or cryptic titles
  • Prefer lowercase-with-dashes or Title Case
  • Add dates when relevant: report-2025-Q2.pdf or Budget 2024.xlsx
  • Avoid special characters: & % $ § ! may break integrations

Ownership & Access Guidelines​

  • Assign Space Owners: Responsible for structure and permissions
  • Use Groups where possible for access control (e.g. staff, students, parents)
  • Keep sensitive content in separate folders with restricted access
  • Define editing vs. viewing rights clearly

Archiving & Clean-Up​

  • Set up an archive folder for old or unused files
  • Annually review the Space and remove outdated content
  • Use versioning or export before deletion if unsure

Common Pitfalls to Avoid​

❌ Don’t✅ Instead
Dump all files in root folderUse clear subfolders
Mix personal and shared contentKeep personal data in "Personal"
Give all users full accessApply least-privilege principle
Use inconsistent namingDefine and follow conventions

Shareable Quick Start Template​

You can use this as a template for new Spaces:

📁 [Team/Project Name]
 ├── 📂 Documents
 ├── 📂 Planning
 ├── 📂 Resources
 ├── 📂 Archive
 └── README.md (Space purpose, structure, rules)

Summary​

GoalHow
Make Spaces easy to navigateUse clear folder names & hierarchy
Avoid permission chaosDefine ownership and roles
Keep things cleanReview regularly and archive
Support collaborationUse group access & standard naming