Organizing

Organizing Synology NAS

Organizing Digitally – The NAS

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I want to do a sort of series about how I have my digital world organized but I was sort of trying to decide the best place to start. I wanted to run down some file structure methods, and I want to run down Office 365 use, and previous backup methods, but ultimately, the core of everything, is my NAS.

So this is also sort of a followup to that last set of articles about my Synology NAS. I am sure there are other ways to do a lot of what the Synology does, but there are a lot of simple to use built in features that are nicely integrated into my workflow. It’s a little pricey to set up initially, with the box and the drives, but the reality it, any good solution will be.

Features I Use

These aren’t in any particular order, but I wanted to touch on the aspects of the NAS that I use pretty regularly.

  • OpenVPN – I used to go to a lot of hassle opening up firewall ports on my home network to different devices and machines, so I could access web cams or SSH to different servers and blah blah blah. This is a bit of a security problem, since it means lots of open target points as well. I’ve long since dumped that in favor of OpenVPN, which is built into the NAS. I connect through my laptop or my phone to my home network, then I connect to whatever network drive or SSH connection I need to. It works perfectly and requires way less hassling with the firewall.
  • Download Station – This is essentially a Tor downloader, though I think it can handle a lot of other url types. I don’t really directly interact with this, I keep a folder for incoming files that I occasionally sort and a watch folder for Torrent files that it pulls from. The fun part is syncing the watch folder using One Drive, so I can dump Torrent files to it from anywhere. And for what it’s worth, I don’t use this for piracy, primarily I use it for downloading Humble Bundle purchases. A bundle often has 20+ items, so I will bulk download the torrents (to save HB some bandwidth) and then dump them into the watch folder.
  • Video Station/DS Video – I tried running Plex for watching digital movies from the NAS but it was flaky as hell since there isn’t an official Synology app and Plex is increasingly pushing their subscription nonsense instead of just being a client/server self hosted application. Fortunately, there are Synology Apps for Fire TV (Which I use for streaming on both TVs). So I’ve sorted all of my home movies into the Videos folder and (for a future blog post) encoded them to be easily accessible and compatible.
  • Photo Station – Ok, I don’t actually use this… yet… but I want to revisit it going forward. I want to do a separate post on photos with more details, but basically, I wasn’t using the Photos folder for backup purposes, and that situation has changes recently.
  • Audio Station – I have a ton of music from different sources compiled and sorted together. It’s not my primary GoTo for music, but I want to get more organized playlists going so I can more easily use this for playing my music. For the most part, I am fine with just sticking music ON my phone though.
  • Mail Station – I don’t use Mail Station for actually sending emails, but I did set up the Mail Station server and I use it as a deep archive of emails. I essentially have all my email I have ever sent, going back to the 90s, pulled forward through various email clients, and now it’s all dumped into a Mail Server in a sorted, searchable archive.
  • Cloud Sync – Cloud Sync lets you hook your Synology to various cloud drive services and sync them to your local drives. I’ve got several Dropbox accounts that I have used in the past (Personal, server syncing, each family member) and now a couple of One Drive accounts for backup and personal document sync all linked. It even does Google Drive.

Features I Stopped Using

There aren’t a lot of features I have stopped using, but there are a couple.

  • Web Station – The Synology comes with an optional Webserver and a weird WordPress system that can be enabled. This has been weirdly buggy since day one and I already have plenty of experience managing LAMP stack servers. I recently disted off one of my older Pis, set it up with WordPress and moved the primary use I was using the Synology Web Station for to the Pi. Mostly, It was just a WordPress Archive of all of my old blog posts from various blogs. The links were weird and didn’t work properly because it didn’t quite understand subdirectories or something. The images were present but they didn’t always work because they pointed to old URLs and working the SQL system to change them always came off as wonky. Basically, I didn’t need this archive to be on the NAS and it was an easy thing to just offload to another device.
  • Cloud Station Server – This is a back up system for devices and computers. It will sync specific local folders to a folder on the NAS as a backup. Maybe I was doing something wrong but it always felt really flaky as well, so I just sort of stopped using it. I had it on every laptop in the family for a while but as laptops were replaced, then things started getting weird and getting others to grok how to pull back their files wasn’t super easy either. The better solution I have found is to just give everyone a shared folder specific to them that they can shove files they want to keep into. For my personal use it was just redundant because my entire workflow for years has essentially been cloud based with Dropbox or One Drive keeping everything backed up by default.
  • Surveillance Station – I still sort of use this, but all of my webcams died except one, which doesn’t have night mode anymore. So, it exists and I would use it, but I don’t really use it much anymore. Also. frankly, there was never anything worth seeing on the recordings.

Workflow

The real workflow from the NAS comes from shared folders. Everyone has access to the Family Photos folder mapped to their laptops. I created a shared folder for all of the Blog graphics my wife was using for her blog work that everyone can access since my daughters both helped her with that. They use a shared drive for all of the Ebay and Mercari photos they work on.

I keep folders for photos, and videos and ebooks. I keep folders for important family documents like Tax Returns. All of this can easily be synced to a backup in the cloud and I have a couple of USB keys and loose drives that I do periodic manual backups to, that get stuck in a fire proof safe.

It also lets me map other network drives in as well, for shuffling files around. I have a whole second Linux box set up that has another 4TB or so space in it across several drives, that I use to store less important files like Installable programs and games, ISOs, temporary files for video editing projects, a mountain of internet memes and images saved over the years, music concerts I’ve downloaded, etc. Plus I can map things like, the web root for my Raspberry Pi, or set up a one way(ish) SSH tunnel to my Webserver for pulling backups through.

The box itself sits behind the TV upstairs, and if there ever was a fire or something, it’s likely one of the things I might try to grab on the way out the door, but I’d like to thing my system is robust enough that even if it were lost anything important would be recoverable.

Organizing

Organizing Eternally

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For the past few years, I have been in a pretty hard core “Organizing mode” on a lot of various fronts. It honestly feels like an endless uphill climb because there is just so much and it doesn’t help that I am constantly adapting and updating the methodology. Some of these topics are ones I will likely touch on in more detail in the future, especially the technology related ones, but I wanted to run over a quick list. This is partially for my own sanity.

Physical Organization

Part of this involved The Basement upgrades, which aren’t really complete but they are at a good stopping point. Most of my physical stuff is pretty well organized, for the most part. The basement has a second half that’s a little jankey that we use for storage. It’s lined with totes for various holiday decorations and winder clothes, and one corner is all of my stuff I don’t have room to display or use, sorted into a bunch of shoebox sized totes, along with a bunch of boxes in larger totes. I’ve thinned out a lot of my extra electronics over the years. I’ve started thinning out some of my video games stuff as well, often because I have PC versions or even just newer versions on newer consoles.

Having a toy collection requires a fair amount of organzining. For example, I use these tackle boxes to sort out the accessories.

For import figures, I generally give each figure it’s own cubby, bot things like Marvel Legends, I have entire sections for alternate heads and hands. I’ve got effect parts sorted, missiles sorted, transformer guns sorted, I have one that’s all 4″ scaled parts. I have a different organizer that’s just 1/12th accessory parts I have collected over the years for use in photos.

Photos

I want to do an entire post just for photos. I take an enormous amount of photos. It’s slowed down now that my kids are all adults, and there is less going on, but just a quick check suggests I have at least 250,000 photos or 160 gigabytes of data.

Photos of school and family events, photos of projects, photos of toys, just tons and tons of photos. Half of these photos never get used or posted anywhere but they are meticulously organized.

I am also slowly working on scanning in old photos from my own photos to my parent’s photos to my in law’s photos.

Video

I also have a lot of video files. And not just movies and TV from the high seas. I honestly don’t really have a ton of that to start with, you can pretty much just get everything somewhere on streaming these days so why bother. But family movies. I’ve had several digital video games over the years, and at least one Professional Panasonic camera I used to do Professional video production (IE, I got paid for it). Video takes up a lot more space than photos though, so I’ve been working on converting a lot of that down. Video will probably also get it’s own post.

Files in General

Another topic for discussion I want to cover that I have been sorting is files in general. I’ll admit, it’s a bit of a problem, but digital storage is cheap, and I save a shitload of files. From random memes, interesting landscapes, photos of toys others have taken, news clippings, hot-to articles, and other web stuff, to my own files. I’ve got files I’ve moved forward from floppy disks to zip disks to CD-Rs to modern day that were writings or drawings or even custom levels for super old DOS games.

Backup Strategies

I also do my best to keep a fairly robust backup system for the things I’d rather not lose (mostly family photos and important documents). Some of which I have had to update recently due to software changes by certain companies (Amazon no longer working with Synology).

A lot of the systems are similar, but I want to go over some of my general organizing techniques in the near future because it’s something that’s been on my mind a lot for a while now. It also works pretty well, for the most part, especially now that I am caught up.

Books Organizing

Too Many eBooks and Keeping them Organized

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The nice thing about digital books is that they are easily stored and accessible in very little space. The bad thing about digital books is that it can be hard to find things in a virtual shelf where you can’t easily see covers and authors and topics. There is something to be said for covers, when you can easily glance at a row of books and see the color combination that sticks out as “This is the book that I like”.

Tech books present a different problem, since it’s less easy to make notes or stick papers in important bits of code that you want to reference later. I usually resort to screen shots, but they become hard to sift through later the more screen shots there are. Especially since you usually can’t name files with useful names on a tablet or phone where you may be reading a tech book.

Despite a few tools out there to organize your files for you, probably most notable and easy to use is Calibre, I still prefer to sort things by a basic directory structure.

This is useful for a few reasons, one, if an organizing program ever breaks or I want to upgrade, things are still sorted at a base level. For the most part everything is sorted by base type, though in a few cases they are sorted by source. For example, the Packt eBooks are almost all tech books and almost all of them include zip files of code, so I’ve given them their own directory. Also a lot of them aren’t super great, so, while I like to have them around, I don’t need the clutter in my actual Tech books folders. Most were freebies from when Packt used to give away books daily.

Most of these folders have their own internal structure, For example, the image above is for Tech books. The comics folder has folders for series and publishers, the Foreign Language folder has folders for languages, the Fiction folder is sorted by series and genre. Etc. Etc. Etc.

This whole ball is the core archive. Most of the time I keep working folders with copies of these various books on my laptop or on a portable drive. The comics I am currently reading or the tech books that are actually useful, that sort of thing. All of the books in the archive are DRM free, so I can copy and read them as I want. I prefer to buy DRM Free books, Humble Bundle, O’Reilly, Packt, StoryBundle, Leanpub, Project Gutenberg, probably some others I’m forgetting are all pretty good for DRM free ebooks.

What complicates things are Nook and Kindle, which are both more proprietary. I had an early generation of the Nook for a while, but Amazon tends to have better deals on books, so I ultimately dropped buying from Nook. I hate having my library fractured across platforms. If I am going to buy DRM locked down books, it’s going to be one storefront, and Amazon has better sales. There are way to strip out the DRM but it’s a hassle to do regularly. Occasionally I update a backup archive of Nook and Kindle books to DRM free versions, in bulk, but it’s not worth bothering with on a single book by book case every time I buy a book.

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