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Rossy Mendez, Reference Intern, Spring 2014

My name is #### Creating folder structures and file naming conventions at the Leonard Lief Library. Rossy Mendez, Reference Intern, Spring 2014. Why do we need guidelines? . Folder structures allow for the effective organization of information Naming conventions for files:

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Rossy Mendez, Reference Intern, Spring 2014

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  1. My name is ####Creating folder structures and file naming conventions at the Leonard Lief Library Rossy Mendez, Reference Intern, Spring 2014

  2. Why do we need guidelines? • Folder structures allow for the effective organization of information • Naming conventions for files: • minimize data corruption • allow for more efficient retrieval • ensure the retention of knowledge after staff members leave the institution

  3. Workflow Process 1. Surveying- Identifying types of documents included, existing folder structures 2. Arrangement-Creating a folder structure that reflects needs of institution 3. Standardization- Creating a naming convention for files 4. Verification- Verifying contents of each file 5. Revision- Changing file names 6. Identification- Identifying documents that needed revision Survey Arrangement Identification Standardization Verification Revision

  4. General Guidelines- Folders • Folder name should reflect the content (invoices should only contain invoices, etc.,) • Folder names should be concise (one or two words) • Six folder levels or less, it should not take users more than six clicks to access the file they need(existing structure has four) • Should contain or potentially contain more than one document, do not create a folder named, for example, ebsco budget 2012

  5. Sample Folder Structure- Procurement

  6. Library Procurement Folders • Invoices- this folder includes bills and formal statements of charges. It does not include price quotes. • License Agreements/Contracts- includes formal agreements and contracts only, not include invoices. • Product Order Forms/Quotes- includes documents that outline exact items requested for purchase, might be signed but not final documents • Renewal Forms- includesdocuments that outline the renewal of a particular product/service NOT renewal invoices. • Procurement Guidelines/Procedures- this includes any documents that outline guidelines for procurement including licensing. • Miscellaneous- This category should be used sparingly. If there is an anticipated large number of a certain type of document please create new folder rather than placing files under this folder.

  7. ERDG Folders • Budget- includes budget projections as well as expenditures. • ERAC- contains files relevant to ERAC [Electronic Records Advisory Committee] that document expenditures and budgets for institutions within the CUNY system. The types of files included include ERAC budget spending for CUNY, Database usage statistics and expenditures for CUNY and Lehman statistics for database usage. • Meetings- The meetings folder contains minutes and agendas related to ERDG • Statistics- This folder should contain files related to the usage of the library resources. These have not been arranged but proposed arrangement is by vendor name. Analytics- this folder should contain files regarding to usage of database products. • Miscellaneous- Whenever possible this folder should be avoided. In a particular set of files is anticipated it is best to create another folder that outlines the files it contains.

  8. General Guidelines- Files • Use short file names(no more than 25-30 characters) • Add dates to the name of document using YEAR-MONTH-DAY format e.g. 2014-05-01 • Never ever use symbols or characters other than numbers, letters, _ or – • Use only lowercase letters • Record type of file at beginning of file name for easy identification • Be consistent with naming files of the same type

  9. Creating/uploading files • If possible, change name of file before uploading to sharepoint drive. • Go to the designated folder where the file is to be uploaded. You should upload the file in the specific folder. Please note that this version of sharepointdoes not allow for drag& drop or moving folders within folders. In this example we went to invoices >acls>2011 which lead us to the file

  10. If you click here you can upload a document into this folder, most cases you can add multiple documents at once. This is to download a copy, please note document can usually viewed and file name can be edited without download To edit the file name select Edit Properties. Here is where you can also add titles to the document such as names of databases that can be useful for retrieval

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