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DATA MANAGEMENT:  WHERE’D MY FILES GO?Presented by Miles - January 2013
Agenda   What do I mean Data Mgmt?   4 Points    1.    Develop consistent naming system    2.    Use Logic Tests to deci...
What do I mean Data Management?
System+Apps vs Data           Folders           Files
Point 1: Develop a Consistent Naming System
Naming Strategy: Folders   Create Consistent Buckets on all machines   Windows Libraries are a great start
Naming Strategy: Folders   Departments   Date Related (eases archiving)   Tags   Unique   Use hyphens, no spaces or u...
Naming Strategy: Files   Use YYYY-MM-DD for dates   Include versions in file name   keywords   Unique   Indicative of...
Naming Strategy: conventions to avoid!   File type in folder (“PDFs” “DOCs”)   Generic Words (“data” “files” “follow up”...
Miles’ example Naming System
My Example System: Top LevelAudioDocumentsImagesInstallersVideoWeb
My Example System: Next LevelDocuments  Realogic    Dept – Marketing    Dept – Sales    Dept – Abstract    Dept – Analysis...
My Example System: Next Next Level Documents  Realogic   Dept – Marketing      Collateral      Reports      Receipts      ...
Point 2: Use Logic Tests to Determine Location
Where – Lots of options   Local Drives (C:, partitions, Internal data drives)   Removable Drives     USB  Sticks     C...
Logic Tests1.   Is this a final version or a draft?2.   Will this file need to be shared?3.   Is this a template from whic...
Logic Tests: Will this file need to be shared?If Yes: consider a shared network drive or in cloud   storageIf No: Local ...
Logic Tests: Is this a final version or draft?If Final: consider converting to PDF and store on a   shared network drive ...
Logic Tests: Is this a templateIf Template: Consider the Intranet, a shared network drive   or in cloud storageIf Draft:...
Point 3: Search Tips and Windows Views
Search Tips   If you’ve stuck to your folder + file naming    conventions, you should only need to know the    general ar...
Windows Views   Details view vs. Thumbnails view   Sortable columns   To set current Windows View for all folders:    ...
Point 4: Synchronizing and Archiving
Pure Storage Cloud Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-com...
Local File Synchronization
Department-Specific Apps       Intranet with
Extra Point: Consider whether you need a doc or not?
Notes & Brainstorm Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-com...
Content Saving Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competi...
Project Management Applications
That’s it   Discussion
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Internal lunchtime-learning--2013 jan22--data management

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  • Another tip that deserves to be mentioned. If Windows Explorer fails to load thumbnails for PDF files, you can force adobe reader or acrobat to make them by using the File - Open command from the menu bar and navigating to the directory with the missing thumbnails. The application will then create the thumbnails in the open dialog that will can be viewed in Windows explorer also.
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Internal lunchtime-learning--2013 jan22--data management

  1. 1. DATA MANAGEMENT: WHERE’D MY FILES GO?Presented by Miles - January 2013
  2. 2. Agenda What do I mean Data Mgmt? 4 Points 1. Develop consistent naming system 2. Use Logic Tests to decide location 3. Search tips + folder views 4. Synchronizing and archiving Discussion
  3. 3. What do I mean Data Management?
  4. 4. System+Apps vs Data  Folders  Files
  5. 5. Point 1: Develop a Consistent Naming System
  6. 6. Naming Strategy: Folders Create Consistent Buckets on all machines Windows Libraries are a great start
  7. 7. Naming Strategy: Folders Departments Date Related (eases archiving) Tags Unique Use hyphens, no spaces or underscoreshttp://www.pcmag.com/article2/0,2817,2385612,00.asp
  8. 8. Naming Strategy: Files Use YYYY-MM-DD for dates Include versions in file name keywords Unique Indicative of what the file contains Scannable (with the human eye) Naturally ordered alphabetically Consistent! Finding files will often come down to search
  9. 9. Naming Strategy: conventions to avoid! File type in folder (“PDFs” “DOCs”) Generic Words (“data” “files” “follow up”) Misspellings (will hurt search results later) Referring to containing folder (“abstracting- department-checklist-2013-02-03.xls”)
  10. 10. Miles’ example Naming System
  11. 11. My Example System: Top LevelAudioDocumentsImagesInstallersVideoWeb
  12. 12. My Example System: Next LevelDocuments Realogic Dept – Marketing Dept – Sales Dept – Abstract Dept – Analysis Dept – Human Resources (HR) Personnel Non-Work Personal Finance Wellness Entertainment TutorialsImages Photos Graphics
  13. 13. My Example System: Next Next Level Documents Realogic Dept – Marketing Collateral Reports Receipts Proposals Presentations Dept – Abstract Dept – Analysis Dept – Human Resources (HR) Personnel
  14. 14. Point 2: Use Logic Tests to Determine Location
  15. 15. Where – Lots of options Local Drives (C:, partitions, Internal data drives) Removable Drives  USB Sticks  CD/DVD/Blu-ray  External drives Network Shared (H:, J:, I:) Network (personal U: drive) Web Cloud Storage
  16. 16. Logic Tests1. Is this a final version or a draft?2. Will this file need to be shared?3. Is this a template from which other data files will be made?4. Is this associated with a department?5. Will you need to work on this from multiple locations and computers?6. Does this file need to remain confidential?
  17. 17. Logic Tests: Will this file need to be shared?If Yes: consider a shared network drive or in cloud storageIf No: Local drive or removable storage
  18. 18. Logic Tests: Is this a final version or draft?If Final: consider converting to PDF and store on a shared network drive or in cloud storageIf Draft: Local drive or removable storage
  19. 19. Logic Tests: Is this a templateIf Template: Consider the Intranet, a shared network drive or in cloud storageIf Draft: Local drive or removable storage
  20. 20. Point 3: Search Tips and Windows Views
  21. 21. Search Tips If you’ve stuck to your folder + file naming conventions, you should only need to know the general area Use the Window Explorer Search Boxhttp://windows.microsoft.com/en-US/windows7/Advanced-tips-for-searching-in-Windows
  22. 22. Windows Views Details view vs. Thumbnails view Sortable columns To set current Windows View for all folders:  InWindows Explorer (Alt +T for Tools) -> Folder Options…  View Tab ->”Apply to Folders”
  23. 23. Point 4: Synchronizing and Archiving
  24. 24. Pure Storage Cloud Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
  25. 25. Local File Synchronization
  26. 26. Department-Specific Apps Intranet with
  27. 27. Extra Point: Consider whether you need a doc or not?
  28. 28. Notes & Brainstorm Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
  29. 29. Content Saving Appshttp://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
  30. 30. Project Management Applications
  31. 31. That’s it Discussion

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