File Data¶

📦 Introduction¶

Data is the memory of your work. If it is disorganized, hard to find, or easy to lose, every project slows down.

This stack exists to keep team data predictable: files should have a clear home, downloads should flow into managed storage, and important web resources should be archived before they disappear.

Our goals are simple:

• Keep data easy to find.
• Keep data safe and recoverable.
• Keep storage clean enough that future-you can still understand it.

🧰 Tool Roles at a Glance¶

🛠️ Tool Playbooks¶

☁️ Nextcloud¶

The shared drive¶

Nextcloud is the long-term home for working files, shared documents, project assets, and collaboration folders.

Keeping files organized¶

1. Create folders by team or project, not by person.
2. Use consistent naming so sorting works naturally.
3. Share folders instead of duplicating files.
4. Keep one editable source file and export copies only when needed.

Recommended folder pattern

/Team
    /Project-Name
        /01-planning
        /02-working-files
        /03-exports
        /99-archive

Naming convention (example)

YYYY-MM-DD_topic_owner_v01.ext

Operational checks

• Verify sync clients are healthy (no stuck sync status).
• Remove duplicate exports after final handoff.
• Move completed work into archive folders monthly.

🐙 Gitea¶

Where code lives¶

Gitea is the self-hosted Git forge for code, infrastructure configs, and scripts. Everything that benefits from version history and review belongs here.

Working with repositories¶

1. Create one repository per project or named service.
2. Write clear commit messages so the history stays useful.
3. Use pull requests for any change that affects shared work.
4. Tag releases when a version is stable and worth marking.
5. Keep credentials, secrets, and large binary assets out of repositories.

Recommended repository pattern

/org-or-owner
    /project-name
        README.md
        /src
        /docs
        /infra

Operational checks

• No open pull requests sitting stale without a review.
• Repository descriptions are filled in.
• Sensitive files are covered by .gitignore.

🧲 qBitTorrent¶

The intake engine¶

qBitTorrent is the intake engine for large files. Treat it as a transfer system, not as permanent storage.

Running clean transfers¶

1. Set a category before starting each download.
2. Route each category to a clear destination path.
3. Monitor progress, stalled items, and disk usage.
4. After completion, move approved files to Nextcloud project storage.
5. Clean old or temporary items on a fixed schedule.

Operational checks

• No stalled downloads older than 24 hours.
• No uncategorized torrents.
• Free disk threshold remains healthy before large jobs.

🕸️ ArchiveBox¶

Snapshots of the web¶

ArchiveBox preserves useful web pages, docs, and references so your team can still access them even if the source changes or disappears.

Capturing what matters¶

1. Capture URLs that are operationally important (guides, specs, references).
2. Tag captures by project and topic at ingest time.
3. Review failed captures and retry while the source is still online.
4. Store notes about why the page matters, not only the URL.

When to archive vs when to store a file

• Use ArchiveBox for web pages and online references.
• Use Nextcloud for files you edit and share with the team.
• Use both when a web reference directly supports a stored project artifact.

🧯 Troubleshooting Quick Notes¶

If something goes wrong

• Missing file: verify Nextcloud activity history, then check archive folders.
• Failed download: re-check category path, disk space, and source health.
• Broken reference: retry ArchiveBox capture and attach context notes.

Comments