internal lunchtime-learning--2013 jan22--data management
DESCRIPTION
AnTRANSCRIPT
![Page 1: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/1.jpg)
DATA MANAGEMENT: WHERE’D MY FILES GO?
Presented by Miles - January 2013
![Page 2: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/2.jpg)
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
![Page 3: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/3.jpg)
What do I mean Data Management?
![Page 4: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/4.jpg)
System+Apps vs Data
Folders Files
![Page 5: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/5.jpg)
Point 1: Develop a Consistent Naming System
![Page 6: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/6.jpg)
Naming Strategy: Folders
Create Consistent Buckets on all machines
Windows Libraries are a great start
![Page 7: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/7.jpg)
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
![Page 8: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/8.jpg)
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
![Page 9: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/9.jpg)
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”)
![Page 10: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/10.jpg)
Miles’ example Naming System
![Page 11: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/11.jpg)
My Example System: Top Level
AudioDocumentsImagesInstallersVideoWeb
![Page 12: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/12.jpg)
My Example System: Next Level
DocumentsRealogic
Dept – MarketingDept – SalesDept – AbstractDept – AnalysisDept – Human Resources (HR)Personnel
Non-WorkPersonal FinanceWellnessEntertainment
Tutorials
ImagesPhotosGraphics
![Page 13: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/13.jpg)
My Example System: Next Next Level
DocumentsRealogic
Dept – MarketingCollateralReportsReceiptsProposalsPresentations
Dept – AbstractDept – AnalysisDept – Human Resources (HR)Personnel
![Page 14: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/14.jpg)
Point 2: Use Logic Tests to Determine Location
![Page 15: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/15.jpg)
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
![Page 16: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/16.jpg)
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?
![Page 17: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/17.jpg)
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
![Page 18: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/18.jpg)
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
![Page 19: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/19.jpg)
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
![Page 20: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/20.jpg)
Point 3: Search Tips and Windows Views
![Page 21: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/21.jpg)
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
![Page 22: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/22.jpg)
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”
![Page 23: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/23.jpg)
Point 4: Synchronizing and Archiving
![Page 24: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/24.jpg)
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
Pure Storage Cloud Apps
![Page 25: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/25.jpg)
Local File Synchronization
![Page 26: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/26.jpg)
Department-Specific Apps
Intranet with
![Page 27: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/27.jpg)
Extra Point: Consider whether you need a doc or not?
![Page 28: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/28.jpg)
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
Notes & Brainstorm Apps
![Page 29: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/29.jpg)
http://www.theverge.com/2012/4/24/2954960/google-drive-dropbox-skydrive-sugarsync-cloud-storage-competition
Content Saving Apps
![Page 30: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/30.jpg)
Project Management Applications
![Page 31: Internal lunchtime-learning--2013 jan22--data management](https://reader036.vdocuments.net/reader036/viewer/2022062514/5581f305d8b42a67508b5026/html5/thumbnails/31.jpg)
That’s it
Discussion