For anyone using computers, there are just two basic factors to be kept in mind while storing files: The media where you store your files; and how your operating system deals with file storage. We won't be talking about external media here – as most of us use external media for storage extension, transportation, and primarily as backup. The basic storage devices in your computer are electronic memory (RAM) and the Hard Disk Drive(s) (HDD for short). Electronic memory cannot retain information for long and is used only to hold data temporarily for computing. Once your processor manipulates the data in RAM, it is sent to be stored on the Hard Disk. Hard Disks have their own style of storing data. They contain several magnetic plates, each one divided into several chunks for storage of data. We won't get into details here (the above link explains the process).
A Hard Disk, no matter what capacity, can easily be divided into almost independent parts that we call partitions. There are plenty of FREE tools if you need to create partitions on a new HDD without any OS pre-loaded. Windows XP and later versions also help you arrange your partitions using Disk Management (Right click on My Computer, click on Manage. You get Disk Management under System Management dialog that appears as you click on Manage). However, you cannot do anything on the primary partition where the OS is installed.
It is always better to keep more than one partition on your Hard Disk. Though a very old program, I recommend Fdisk as the best tool for disk partitioning. It can handle all three types of file systems – FAT16, FAT32, and NTFS. Thus, you can still run programs( such as MS BASIC that need output (files) in FAT16 or FAT32 format,
Returning to partitions; we need more than one partition as Windows reserves a single but entire partition for all its functions and needs – OS files, PageFile, space required for Recycle Bin, and much more. It also reserves some space on other compatible partitions to save System Volume Information. Microsoft products can also be configured to use other drives: while installing a program or to change the path to a Word template or an image gallery.
The default file management system offered by Microsoft Windows is My Documents and Program Files. Windows employs My Documents for data files and Program Files to store program files. This is why you find a shortcut to My Documents in almost every Open or Save, Save As dialog.
The Microsoft website has a good page offering tips on managing your files within My Documents folder. The linked page describes how you can arrange your files by using the default sub-folders (My Pictures, My Music, My Videos, etc.) within My Documents. Though you can use the other points listed there, I do not like the idea of using the system volume or partition to store your data. Anything can go wrong anytime – compelling you to reinstall Windows. If this happens, and you did not back up recently, you lose all your data. Plus, using the primary partition for saving and deleting files slows down your system:see How Data is Accessed by Windows, unless you keep on defragmenting and cleaning the drive regularly.
To sum up:
1. We can easily create more than one partition on a hard disk drive;
2. By default, Windows Installation is limited to a single partition;
3. Windows File Management system comprises only Program Files and My Documents; and,
4. A Windows reinstallation removes and creates fresh Program Files and My Document Folders.
With these points in mind, let us check out some tips for organizing files and folders for quick access in Windows Installations.
