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Version control and storage

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Version control

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Version control and storage

  1. 1. Where did Max store those templates??? 85% of documents are never retrieved, 50% are duplicates and 60% are obsolete. Kevin Crane – Designing document strategy www.document-strategy.com
  2. 2. I can’t remember what I called it…Help?? Maybe letter something? Also where did I put it - I cannot find it on my USB or on my computer. I think it must be on my laptop at home.
  3. 3. <ul><li>How do you keep your documents in order and properly named? </li></ul>
  4. 4. <ul><li>You need to define a set of file naming conventions and stick to them. </li></ul><ul><li>File naming conventions usually cover both the directory structure and the actual names files will be given </li></ul><ul><li>Give folders names that help identify the files they contain </li></ul><ul><li>Give files meaningful, memorable names. </li></ul><ul><li>Dates included in filenames should be written in reverse order and justified with a 0. eg feb = 02 </li></ul><ul><li>Use hyphens or underscore to separate words. </li></ul><ul><li>Do not use spaces: although supported by current Windows Oss, spaces are not tolerated in URLs </li></ul><ul><li>Use the autotext function to generate the filename and path in the footer </li></ul>meeting_report_20100109 January 9, 2010 YYYY = year MM = month DD = day
  5. 5. Organisational chart of Administration folders
  6. 6. Example of Master Register of Documents
  7. 7. Version control <ul><li>What is version control ? </li></ul><ul><li>Check out these links </li></ul><ul><li>http://www.tendersuccess.com.au/Tender-Writing/Using-Document-Version-Control.htm </li></ul><ul><li>An example of version control on a document from TAFESA Business program </li></ul>
  8. 8. Storage <ul><li>Storage means keeping your documents in order, properly named, in a secure environment in the most appropriate format for publication, reuse or conservation. </li></ul><ul><li>In what file formats should you store your documents? Word/RTF, HTML, PDF or XML or all of them . Do you know what the formats mean? </li></ul>
  9. 9. Jane’s request <ul><li>Please create an Electronic filing system suitable for standard administration documents. See the Slide 5 - Organisational Chart of Administration files </li></ul><ul><li>Create a useable filing naming convention </li></ul><ul><li>Make sure that the letterhead and fax templates you have already created have now got the file name and path and version control in the footer. </li></ul><ul><li>Create an Admin document Register in excel with hyperlinks to the stored letterhead and fax templates. See slide 6 example of Master Register of Documents </li></ul><ul><li>Update the new Timeteam Style guide with your new instructions on Filename convention, version control and file storage and use of the register. </li></ul><ul><li>Please upload </li></ul><ul><ul><li>document with screen dump of the filing system, </li></ul></ul><ul><ul><li>electronic copy of the fax and letterhead template with file name and path and version control </li></ul></ul><ul><ul><li>Electronic copy of the register </li></ul></ul><ul><ul><li>Updated style guide </li></ul></ul>

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