internal lunchtime-learning--2013 jan22--data management

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 system2. Use Logic Tests to decide location3. Search tips + folder views4. Synchronizing and archiving

Discussion

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 underscores

http://www.pcmag.com/article2/0,2817,2385612,00.asp

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

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”)

Miles’ example Naming System

My Example System: Top Level

AudioDocumentsImagesInstallersVideoWeb

My Example System: Next Level

DocumentsRealogic

Dept – MarketingDept – SalesDept – AbstractDept – AnalysisDept – Human Resources (HR)Personnel

Non-WorkPersonal FinanceWellnessEntertainment

Tutorials

ImagesPhotosGraphics

My Example System: Next Next Level

DocumentsRealogic

Dept – MarketingCollateralReportsReceiptsProposalsPresentations

Dept – AbstractDept – AnalysisDept – Human Resources (HR)Personnel

Point 2: Use Logic Tests to Determine Location

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

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?

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

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

Logic Tests: Is this a template

If Template: Consider the Intranet, a shared network

drive or in cloud storageIf Draft: Local drive or removable storage

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 area

Use the Window Explorer Search Box

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

Windows Views

Details view vs. Thumbnails view Sortable columns To set current Windows View for all

folders: In Windows Explorer (Alt +T for Tools) ->

Folder Options… View Tab ->”Apply to Folders”

Point 4: Synchronizing and Archiving

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

Pure Storage Cloud Apps

Local File Synchronization

Department-Specific Apps

Intranet with

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

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

Notes & Brainstorm Apps

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

Content Saving Apps

Project Management Applications

That’s it

Discussion