This document discusses data management strategies for organizing files. It recommends developing a consistent naming system using logical folders, date formats, and keywords. It suggests using logic tests to determine the best storage location based on factors like confidentiality, sharing needs, and whether the file is a draft or final version. The document also provides search tips, discusses different Windows views, and covers options for synchronizing and archiving files, including cloud storage and department-specific applications.

1. DATA MANAGEMENT:
WHERE’D MY FILES GO?
Presented by Miles - January 2013

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. What do I mean Data Management?

4. System+Apps vs Data
 Folders
 Files

5. Point 1: Develop a Consistent Naming System

6. Naming Strategy: Folders
 Create Consistent Buckets on all machines
 Windows Libraries are a great start

7. Naming Strategy: Folders
 Departments
 Date Related (eases archiving)
 Tags
 Unique
 Use hyphens, no spaces or underscores
http://www.pcmag.com/article2/0,2817,2385612,00.asp

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. 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. Miles’ example Naming System

11. My Example System: Top Level
Audio
Documents
Images
Installers
Video
Web

12. My Example System: Next Level
Documents
Realogic
Dept – Marketing
Dept – Sales
Dept – Abstract
Dept – Analysis
Dept – Human Resources (HR)
Personnel
Non-Work
Personal Finance
Wellness
Entertainment
Tutorials
Images
Photos
Graphics

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. Point 2: Use Logic Tests to Determine Location

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. Logic Tests
1. 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. Logic Tests: Will this file need to be shared?
If Yes:
 consider a shared network drive or in cloud
storage
If No:
 Local drive or removable storage

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 storage
If Draft:
 Local drive or removable storage

19. Logic Tests: Is this a template
If Template:
 Consider the Intranet, a shared network drive
or in cloud storage
If Draft:
 Local drive or removable storage

20. Point 3: Search Tips and Windows Views

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 Box
http://windows.microsoft.com/en-US/windows7/Advanced-tips-for-searching-in-Windows

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. Point 4: Synchronizing and Archiving

24. Pure Storage Cloud Apps
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition

25. Local File Synchronization

26. Department-Specific Apps
Intranet with

27. Extra Point: Consider whether you need a doc or not?

28. Notes & Brainstorm Apps
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition

29. Content Saving Apps
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition

30. Project Management Applications

31. That’s it
 Discussion