Folder Structure Best Practices

A well-organized folder structure in your Knowledge Base is essential for helping Knobase agents retrieve the right information quickly and accurately. It also makes it easier for educators to manage documents, update content, and assign relevant materials to different agents.

Written By Christopher Lee

Last updated 6 months ago

📁 Why Folder Structure Matters

  • ✅ Improves retrieval accuracy for agents using RAG (Retrieval-Augmented Generation)

  • ✅ Makes it easier to assign documents to specific agents

  • ✅ Supports scalability as your school adds more content over time

  • ✅ Helps educators and admins collaborate efficiently across departments

🧠 Best Practices for Organizing Folders

1. Organize by Function or Audience

Create top-level folders based on who the content is for or what it supports:

  • Curriculum – Primary

  • Curriculum – Secondary

  • Admin Policies

  • Student Life

  • Parent Communication

  • Staff Handbook

2. Use Clear, Descriptive Folder Names

Avoid vague labels like “Misc” or “General.” Instead, use names like:

  • Year 9 Science Curriculum

  • Assessment Rubrics – Humanities

  • Event Calendar – 2025

3. Group by Subject or Department

For curriculum-related content, organize by subject:

  • Math – Year 7

  • English – Year 10

  • History – IB Diploma

4. Include Date or Term References

If documents change frequently, include the term or year:

  • Term 1 Homework Guidelines

  • 2025-2026 Uniform Policy

5. Use Nested Folders for Granularity

Break down complex areas into subfolders:

Curriculum – Secondary ├── Year 9 │ ├── Science │ ├── English │ └── Math ├── Year 10 │ ├── Humanities │ └── STEM

6. Keep File Names Consistent

Use a naming convention like: [Year]_[Subject]_[DocumentType].pdf
Example: Y10_Science_AssessmentSchedule.pdf

🔄 Maintain & Update Regularly

  • ✅ Archive outdated documents

  • ✅ Replace old versions with updated files

  • ✅ Review folder structure quarterly to ensure relevance

Suggested Image Placements & Types

1. Folder Structure Diagram

  • Image Type: Tree-style visual showing nested folders by year and subject.

  • Purpose: Help users visualize best practices.

2. Upload Interface

  • Image Type: Screenshot or mockup showing folder creation and file upload.

  • Purpose: Demonstrate how to implement structure in the dashboard.

3. Naming Convention Guide

  • Image Type: Infographic showing examples of good vs. bad file names.

  • Purpose: Reinforce clarity and consistency.