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</o:shapelayout></xml><![endif]--></head><body bgcolor=white lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='color:#1F497D'>This is great John; thanks so much for sharing the screen shot and your thinking behind what you did.<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'>Mo<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'><o:p> </o:p></span></p><div><p class=MsoNormal><span style='color:#1F497D'>Maureen Cole</span><span style='color:#1F497D'><o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'><a href="mailto:mcole@orcity.org"><span style='color:#0563C1'>mcole@orcity.org</span></a><o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Library Director<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Oregon City Public Library<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>606 John Adams St.<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Oregon City, Oregon 97045<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>503-657-8269 ext. 1010 Direct phone<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>503-657-3702 fax<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Website: <a href="http://www.orcity.org/library"><span style='color:#0563C1'>www.orcity.org/library</span></a><o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Follow us on: <a href="https://www.facebook.com/oregoncitylibrary">Facebook!</a><o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>Subscribe to our <a href="http://orcity.us5.list-manage.com/subscribe?u=271f21539981149d9f0576ba6&id=38181f8585">email newsletter</a>!<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'>PUBLIC RECORDS LAW DISCLOSURE: This e-mail is subject to the State Retention Schedule and may be made available to the public.<o:p></o:p></span></p><p class=MsoNormal><span style='color:#1F497D'><img border=0 width=107 height=108 id="Picture_x0020_1" src="cid:image001.jpg@01D0866F.E12FEA50" alt="Library square logo SMALL"></span><span style='color:#1F497D'><o:p></o:p></span></p></div><p class=MsoNormal><span style='color:#1F497D'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='color:windowtext'>From:</span></b><span style='color:windowtext'> Libs-Or [mailto:libs-or-bounces@listsmart.osl.state.or.us] <b>On Behalf Of </b>John Goodyear<br><b>Sent:</b> Monday, May 04, 2015 1:34 PM<br><b>To:</b> Sue Ludington; libs-or@listsmart.osl.state.or.us<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>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 border=0 width=1121 height=830 id="_x0000_i1025" src="cid:image002.png@01D0866F.E12FEA50"><br><br><br><span style='font-size:12.0pt'><o:p></o:p></span></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 href="http://www.ccrls.org">www.ccrls.org</a><o:p></o:p></pre><div><p class=MsoNormal>On 5/4/2015 12:17 PM, Sue Ludington wrote:<o:p></o:p></p></div><blockquote style='margin-top:5.0pt;margin-bottom:5.0pt'><p class=MsoNormal><span style='color:#1F497D'>Thanks very much for posing the question, Adam! </span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></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?</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>Thank you,</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>Sue</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><b><span style='color:#1F497D'>Sue Ludington</span></b><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>Assistant Law Librarian</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>Washington County Law Library</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>111 NE Lincoln St., MS #45</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>Hillsboro, OR 97124</span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'>503.846.8880 | <a href="mailto:sue_ludington@co.washington.or.us" title="mailto:sue.ludington@co.washington.or.us">sue_ludington@co.washington.or.us</a></span><o:p></o:p></p><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></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 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 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?</span><o:p></o:p></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><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 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",serif'><br><br><br><br></span><o:p></o:p></p><pre>_____________________________________________________<o:p></o:p></pre><pre>Libs-Or mailing list<o:p></o:p></pre><pre><a href="mailto:Libs-Or@listsmart.osl.state.or.us">Libs-Or@listsmart.osl.state.or.us</a><o:p></o:p></pre><pre><a href="http://listsmart.osl.state.or.us/mailman/listinfo/libs-or">http://listsmart.osl.state.or.us/mailman/listinfo/libs-or</a><o:p></o:p></pre><pre>Hosted by the Oregon State Library. The Library is not responsible for content.<o:p></o:p></pre><pre>Questions related to message content should be directed to list owner(s) or the sender of the message, by phone or email.<o:p></o:p></pre><pre>Technical questions? Call 503-378-8800.<o:p></o:p></pre></blockquote><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman , serif",serif'> </span><o:p></o:p></p></blockquote><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Times New Roman",serif'><o:p> </o:p></span></p></div></body></html>