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Alright, I think this should be safe to do. Here's a screen capture
of our file storage top level directory structure. Of course we
aren't public facing the way most of you are so ours will probably
be more administrative, but the principles should hold up. There's
no absolute right or wrong but the proof is in the useability.<br>
<br>
First rule is NOTHING lives on a workstation. It's okay to compose
there but it quickly needs to move to common ground. That is one of
my pet peeves, no excuse. NOTHING NOTHING NOTHING.<br>
<br>
The second object is to NOT base these on workflows. I don't know
my admin assistants' workflow that well and when she followed that
pattern I could never find anything. Now that she's gone I'm glad we
cleaned up. My concept is to pretend it's all for a novice with no
preconceived idea of where to look. Base it on functional areas,
think of it as an index or TOC. If you want to build a workflow
folder, that can be done with shortcuts to the files you want to
include.<br>
<br>
Notice there is an Office Template folder. All the departmental MS
Office templates are supposed to be there, and then Office programs
are pointed there to find the templates.<br>
<br>
Even though there is a Personnel folder, that's not the secret
stuff, just the publicly available info.<br>
<br>
We also have a separate archival section that more or less mirrors
this structure. We move old business there to preserve it and get
it out of the immediate working area. I often lament that our
historical files don't go back that far. I intend to keep about
everything digitally. If we have project time I'd like to scan old
(2003 and before) documents for digital storage. And there's
oddball stuff, files that float to the top level for lac of
attention or obvious home.<br>
<br>
Hopefully this will help.<br>
<br>
<img src="cid:part1.09090701.05070308@ccrls.org" alt=""><br>
<br>
<pre class="moz-signature" cols="72">John Goodyear
CCRLS
503-315-4584
<a class="moz-txt-link-abbreviated" href="http://www.ccrls.org">www.ccrls.org</a></pre>
<div class="moz-cite-prefix">On 5/4/2015 12:17 PM, Sue Ludington
wrote:<br>
</div>
<blockquote
cite="mid:8BCF38E8BCD6B34A8DFAE5208033503D1939AF44@Exch02.co.washington.or.us"
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<p class="MsoNormal"><span style="color:#1F497D">Thanks very
much for posing the question, Adam!
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">It may be too
involved to share easily in an email but, John, I too would
love to hear what worked for CCRLS. Would you consider
posting for all, or prefer those of us who are interested to
contact you directly?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thank you,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Sue<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="color:#1F497D">Sue
Ludington<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="color:#1F497D">Assistant Law
Librarian<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Washington
County Law Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">111 NE Lincoln
St., MS #45<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Hillsboro, OR
97124<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">503.846.8880 |
<a moz-do-not-send="true"
href="mailto:sue_ludington@co.washington.or.us"
title="mailto:sue.ludington@co.washington.or.us">
sue_ludington@co.washington.or.us</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #B5C4DF
1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span
style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:windowtext">From:</span></b><span
style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:windowtext">
Libs-Or
[<a class="moz-txt-link-freetext" href="mailto:libs-or-bounces@listsmart.osl.state.or.us">mailto:libs-or-bounces@listsmart.osl.state.or.us</a>]
<b>On Behalf Of </b>John Goodyear<br>
<b>Sent:</b> Monday, May 04, 2015 12:00 PM<br>
<b>To:</b> <a class="moz-txt-link-abbreviated" href="mailto:libs-or@listsmart.osl.state.or.us">libs-or@listsmart.osl.state.or.us</a><br>
<b>Subject:</b> Re: [Libs-Or] Classification Scheme for
your staff Computer Files?<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We have put A LOT of effort in to that
Adam. Would be glad to show you and discuss.<br>
<br>
<o:p></o:p></p>
<pre>John Goodyear<o:p></o:p></pre>
<pre>CCRLS<o:p></o:p></pre>
<pre>503-315-4584<o:p></o:p></pre>
<pre><a moz-do-not-send="true" href="http://www.ccrls.org">www.ccrls.org</a><o:p></o:p></pre>
<div>
<p class="MsoNormal">On 5/4/2015 11:49 AM, Adam Carlson wrote:<o:p></o:p></p>
</div>
<blockquote style="margin-top:5.0pt;margin-bottom:5.0pt">
<p class="MsoNormal">Hello,<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Our library has a shared networked drive
for staff. It includes thousands of files that we all use
and share with each other. It is, however, in need of better
organization. We often times find ourselves searching high
and low for a file that we know is on the shared drive, but
we cannot find. Or we end up finding multiple versions of
the same file in different locations.
<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">At a staff meeting the other day we were
recognizing that we need to try to come up with a better way
of organizing staff files. Librarians should be great at
coming up with a “classification scheme” for this.
<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">We will, of course, be brainstorming and
researching this. But we thought we would ask all of you.
Do you have any ideas on good ways to organize staff files?
Are there ways that have worked well or not for you in the
past? Are there file naming conventions you have used that
help? Has this topic been covered in previous posts? Are
there any articles or websites you would recommend on this
topic?<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Thank you for any ideas you might have, <o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><b><span
style="font-size:12.0pt;color:#1F497D">Adam Carlson</span></b><o:p></o:p></p>
<p class="MsoNormal"><span
style="font-size:8.0pt;color:#1F497D">Circulation
Supervisor</span><o:p></o:p></p>
<p class="MsoNormal"><span
style="font-size:8.0pt;color:#1F497D">McMinnville Public
Library</span><o:p></o:p></p>
<p class="MsoNormal"><span
style="font-size:8.0pt;color:#1F497D">(503) 435-5556</span><o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif""><br>
<br>
<br>
<o:p></o:p></span></p>
<pre>_____________________________________________________<o:p></o:p></pre>
<pre>Libs-Or mailing list<o:p></o:p></pre>
<pre><a moz-do-not-send="true" href="mailto:Libs-Or@listsmart.osl.state.or.us">Libs-Or@listsmart.osl.state.or.us</a><o:p></o:p></pre>
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