Project Status: In Progress
Centralizing 40TB+ of media assets across global locations
Total Data
40-80 TB
Backed up
5%
Media Contributors
7
Storage Mix
Google Drive, Dropbox, Physical Drives
Project Overview
Goal
Create a unified media management system for Healing Wisdom's audio and video content. Ensure efficient organization, reliable backup, and easy access.
Key Objectives
- Standardize naming conventions and folder structures
- Implement reliable backup strategy
- Optimize cloud storage costs
Current Challenges
Unknown Data Volume
Multiple contributors, no index, no metadata
Storage Fragmentation
Multiple storage locations with inconsistent naming
Cost Management
Balancing cloud storage costs with accessibility needs
Next Steps
Audit & Organization
Migration & Processing
Automation & Training
Team Members & Data
Tanya G.
40 TB total
Content: 15 trainings
Storage: 7 external drives (40 TB)
Format: Raw video (10TB) → Compressed (2TB)
Status (19 Dec 2024): Consolidating backup, updating folder structure for consistency
Michael F.
10 TB total (est.)
Content: Audio archive, EN files
Storage: 2 external drives (10 TB?)
Cloud: Dropbox, Google Drive (for Olivia)
Status: Awaiting details on current file naming convention and data volume
Sarah & Ron
10 TB total (est.)
Content: Mixed media files
Storage: External hard drives (10 TB?)
Locations: New York, Italy
Status: Awaiting details on current file naming convention and data volume
Simone L.
3 TB total (est.)
Content: Mixed media files
Storage: External drives (3 TB?)
Location: Italy
Status: Awaiting details on current file naming convention and data volume
Zong
3 TB total (est.)
Content: Session recordings
Type: Audio backups (3 TB?)
Work: Mixing/recording
Status: Awaiting details on current file naming convention and data volume
Hezong (Asia only)
40 TB total (est.)
Content: Asia events
Type: Audio and video (40 TB?)
Region: Asia specific
Status: Awaiting details on current file naming convention and data volume
Storage Locations Overview
Physical Storage
- New York (Ron & Sarah, Tanya)
- Italy (Ron & Sarah, Simone)
- Asia (Hezong)
Cloud Storage
- Zoom Cloud Storage
- Dropbox Business
- Google Drive
Storage Cost Calculator
* Typical backup: ~1TB/month for 50TB storage
AWS S3
Azure
Google Cloud
Backblaze B2
Dropbox
Storage Provider Details
AWS S3
Pricing
- • Standard tier: $23/TB/month
- • Next 450TB: $22/TB/month
- • Retrieval: $0.0004/GB
- • Egress: $0.09/GB (varies by region)
Pros
- • Industry standard reliability
- • Global infrastructure
- • Extensive integration options
- • Multiple storage tiers
Cons
- • Complex pricing structure
- • Egress fees can be expensive
- • Requires technical expertise
Azure Blob Storage
Pricing
- • Hot tier: $21.50/TB/month
- • Cool tier: $10/TB/month
- • Archive tier: $1/TB/month
- • Egress: ~$0.087/GB for first 5TB
Pros
- • Strong Microsoft ecosystem integration
- • Comprehensive security features
- • Good geographic coverage
- • Multiple redundancy options
Cons
- • Complex tier system
- • Minimum storage durations
- • Higher costs for small-scale use
Google Cloud Storage
Pricing
- • Standard: $24.93/TB/month
- • Nearline: $12/TB/month
- • Coldline: $4/TB/month
- • Egress: ~$0.12/GB for first 10TB
Pros
- • Strong performance
- • Good integration with GCP
- • Advanced analytics capabilities
- • Automatic data lifecycle
Cons
- • Higher egress costs
- • Complex pricing model
- • Less third-party support
Backblaze B2
Pricing
- • Storage: $5/TB/month
- • Download: $0.01/GB
- • First 1GB/day free egress
- • No minimum fees
Pros
- • Simple, transparent pricing
- • Significantly lower cost
- • Free tier available
- • Good integration options
Cons
- • Fewer global regions than AWS
- • Less extensive ecosystem
- • Limited advanced features
Dropbox Business
Pricing
- • Business Plus: $3.60/TB/month (based on 5TB/user)
- • Minimum 3 users ($54/month for 15TB)
- • Each user adds 5TB storage
- • Example: 50TB = 10 users ($180/month)
Pros
- • Simple, transparent pricing
- • Significantly lower cost
- • Free tier available
- • Good integration options
Cons
- • Fewer global regions than AWS
- • Less extensive ecosystem
- • Limited advanced features
Limitations of Common Providers
Google Workspace Limitations
- • Cannot purchase storage separately from user licenses
- • Impractical for large storage needs as it requires purchasing unnecessary user licenses
- To get 100TB storage, would need to purchase:
- - 50 Enterprise Standard licenses ($1,000/month)
- - or 20 Enterprise Plus licenses ($600/month)
OneDrive for Business Limitations
- • Microsoft 365 E3: $23/user/month
- • Base storage: 1TB per user
- • Can increase to 5TB per user
- • Beyond 5TB requires:
- - Active file usage (not backup)
- - Compliance with "fair use" policy
- • Not designed for backup storage:
- - Files must be actively accessed
- - May face restrictions if used primarily for backup
- • To get 100TB, would need 20+ active users ($460+/month)
Data Storage Map
Google Drive
- Internal Documents & Policies
- Internal Training Videos
- Translation Matrices
- Mini-Budget Spreadsheets
Monday.com
- Task Management
- Event Planning & Tracking
- Eventually: Customer Data, CRM
Dropbox
- Event Audio & Video Recording Archive
- Processed Media Files for YouTube
Zoom Cloud
- Recent Online Event Recordings
- Temporary Meeting Recordings
- Limited storage? (30 days retention?)
Storage Notes
- Google Drive hosts all administrative and organizational files we collaborate on
- Dropbox is used by our media team as the media archive
- Raw recording files are moved to Dropbox as backup 1 and kept on external drives by our media team as backup 2
- Zoom recordings are downloaded and archived within 30 days (?)
Folder Structure
Media Archive Folder Structure
/HealingWisdom-Media
/2023.01.21-Genova-HealingCircleMeditation
/2023.02.15-NYC-LiveFromRiverside
/2023.04.20-NYC-LiveFromRiverside
/2023.08.28-09.01-Assisi-18MonthTraining
/2023.09.03-07-Assisi-YogicMindfield
/2023.09.03-Assisi-Day1
/2023.09.04-Assisi-Day2
2023.09.04-Part1-MusicMeditation-Sony.mp4
2023.09.04-Part2-TeachingsQuestions-Sony.mp4
2023.09.04-Part3-ChinaConstellation-iPhone.MOV
2023.09.04-Part3-CountryConstellation-iPhone.MOV
2023.09.04-Part3-MovementMusicTeachingsConstellations-Sony.mp4
2023.09.04-Part3-Music-iPhone.MOV
2023.09.04-Part3-SouthAmericaConstellation-iPhone.MOV
2023.09.04-Part4-ConstellationHealings-Sony.avi
2023.09.04-Part4-GuestConstellation-iPhone.MOV
2023.09.04-Part5-TeachingsQuestions-Sony.avi
/2023.09.05-Assisi-Day3
/2023.09.06-Assisi-Day4
/2023.09.07-Assisi-Day5
/2023.12.08-12.10-Rockville-Training
/2024.12.07-12.09-Rockville-Training
File Naming Convention
Event Folders:
YYYY.MM.DD-Location-EventName
YYYY.MM.DD-MM.DD-Location-EventName
Daily Folders (Multi-day Events):
YYYY.MM.DD-Location-DayN
Video/Audio Files:
YYYY.MM.DD-PartN-Description-Device.file
Components:
- YYYY.MM.DD: Recording date (keeps dots)
- Location: City or venue in PascalCase (NYC, Assisi)
- EventName: Event name in PascalCase (LiveFromRiverside)
- PartN: Part number in PascalCase (Part1, Part2)
- Description: Content description in PascalCase (MusicMeditation)
- Device: Recording device (Sony A7M3, iPhone 13 Pro, Zoom H5)
- file: File format (mp4, MOV, avi)
Monday.com Media Archive Board Mockup
* Board shows the most recent files. Full history available in Monday.com
Best Practices
- Avoid spaces in file names, use hyphens instead
- Include language codes for translated materials (e.g., EN, IT, TC, SC, etc.)
- Back up raw files to external drives immediately after recording
- Use consistent compression settings for processed files
Workshops & Mailings Directory
/Workshops and Mailings
/{YYYY} Workshops & Mailings
/{ID} {Date} {Location} {EventName}
/1. Website Event Listing
/2. Flyer
/3. Email: Event Announcement
/4. Email: Welcome
/5. Email: Follow-up
/6. Survey
/x. Other folders
Workshops & Mailings File Names
Website Content:
EN, Web, Feb 2025, Online, ASIA-18M, Mod2-B
EN-IT, Web, Aug 2025, Assisi, AMEU-ADV
Email Content:
EN, Mail, Feb 2025, Online, ASIA-18M, Mod2-B
EN-IT, Mail, Mar 2025, Assisi, AMEU-18M
Survey Forms:
EN, Survey, Feb 2025, Online, ASIA-18M
EN-IT, Survey, Mar 2025, Assisi, AMEU-18M
Workshop Registration & Budgets Directory
/Workshop Registration & Budgets
/{YYYY} Workshop Registration & Budgets
/{ID} {Date} {Location} {EventName} Reg & Budget
/1. Contract & Invoices
/2. Budget
/3. Registrations
/x. Other folders
Registration & Budgets File Names
Contracts & Invoices:
Contract, Feb 2025, Online, ASIA-18M, Mod2-B
Invoice-01, Mar 2025, Assisi, AMEU-18M
Budgets:
Mini-Budget, Feb 2025, Online, ASIA-18M, Mod2-B
Budget-Final, Mar 2025, Assisi, AMEU-18M
Registration Lists:
Registrations, Feb 2025, Online, ASIA-18M, Mod2-B
Participants-Final, Mar 2025, Assisi, AMEU-18M
Event Registration Structure
Main Board Groups:
/Upcoming Events
/{YYYY}-{MM} {EventName}
- Registration Status
- Timeline
- Tasks
- Team
/Past Events
/{YYYY}-{MM} {EventName}
- Final Numbers
- Resources
- Follow-ups
/Templates
- Event Checklist
- Registration Form
- Communication Templates
/Analytics
- Monthly Reports
- YTD Statistics
- Trends
Naming & Organization
Board Names:
YYYY-MM EventName - Category
Item Format:
[Type] ItemName - Details
Best Practices:
- Use consistent color coding for status
- Tag team members for assignments
- Link related items across boards
- Maintain standard column structure