File Management 

USING FOLDERS

Using folders will minimize the number of items listed in the Finder (Mac) or Folders List Window (PC). This will help you locate the file quickly.  Here are some best practices for organizing your folders.

• Create a folder design which will minimize the number of files displayed, when you open a folder.
• Create descriptive folder names which are meaningful.
• Type folder names in CamelCase. CamelCase capitalizes the first letter of each word to help distinguish the words as you eliminate spaces. 
• Try to limit the number of sublevel folders within a folder.

USING NETWORK FILE STORAGE

Network storage is designed to store a large number of files securely.  When files are saved to the desktop or the local hard disk, these files are at risk when the computer fails or is stolen. Network servers are in a secure area and are automatically backed up on a regular schedule. In addition, specific server storage locations are configured differently to meet the particular data requirements of your files. Here are some best practices for using the campus network.

•  Save only the shortcut to a file on the Desktop. Do not save files to the Desktop.
•  Save frequently as you work.
•  Save the file before you print it.
•  Become familiar with the campus network storage areas and store your files appropriately.

ESTABLISHING AND CONSISTENTLY USING A FILE NAMING SYSTEM

Name your file in a descriptive manner that reveals the file’s content before opening it. Here are some best practices for creating filenames.

• Use only alphabetic and numeric characters. Do not use * $ , % # . ! ^ & ( ) < > / etc.
• Use CamelCase to help you define sections of the file or folder name. These left to right sections should express information from general to specific. For example:09FallEngl110Assignments.
• Use descriptive filenames so that you know the content before opening it.
• Use the year (08, 09Fall, etc.), to list files chronologically. To indicate the exact date use the following format YYYYMMDD. This will present a list of files in date order.
• Never use spaces in a file name.
• Take advantage of the batch naming feature found in some software applications like Bridge, Photoshop, or Premiere Elements if you are working with a large number of photos or video clips.
  

 USING DOCUMENT PROPERTIES, a.k.a. DOCUMENT METADATA

 Title, subject, category, status and comments are examples of document properties that may be added to a Microsoft Office document. This information helps you identify files quickly. How to information is found at http://www.uwec.edu/help/Word07/properties.htm.
Here are some best practices for using document properties. Currently this feature of document properties is only available with Microsoft Windows for Office.

• Customize your search results screen to display the embedded metadata of your choosing.
• Use the sort feature of the headings in the search results screen to display the list according to your needs.
• Add document properties to your documents to add metadata to be displayed under the headings on
  explorer’s search results screen.
• Use the search tool provided with Windows to help find a document from unique phrase or word in the document.

 CLEANING UP YOUR FILE STORAGE AREAS

Responsible use of our rich digital resources will help ensure their availability in the future. Earth Day is a good time, once a year, to make a quick backup of your network storage areas to CDs or DVDs. Then, delete all files more than a year old. Here are best practices for managing your files to minimize storage needs.

• As you do your daily work, overwrite files as you save changes. This will minimize the number of files you need to delete once a year.
• In some folders create, one or two “Trash” folders for files no longer necessary but which you want to keep for a while, “just in case”.  Precede the folder with the date you would like to review files and delete the contents. Example: 2010Trash, 2011Trash.
• Make 2 CD or DVD backups once a year.  Verify the validity of the backups and then delete the backed up files from the storage area. Place each backup in a different physical location.

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