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