Transcript Facilities Management File Storage & Retrieval System

Facilities Management:
FILE STORAGE & RETRIEVAL SYSTEM
FM FILE STORAGE & RETRIEVAL SYSTEM
1. New file storage system
2. How to find & retrieve files
3. How to name/rename files
4. How/Where to put files on the system
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1. NEW FILE STORAGE SYSTEM
Present System Problems & Issues:
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Multiple drives with restricted access
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Existing drives are short of space
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No file naming standards across many disciplines
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File retrieval problems
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1. NEW FILE STORAGE SYSTEM
New System Solutions:
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New file server/drive
 V: Shared with all of FM Department.
 No more individual drives
 G, J, L, N, P, O, Q, R, etc. (These will go away)
New shared file system
New file finder tool
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2. HOW TO FIND & RETRIEVE FILES

Facilities Management - File Find Utility
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Requires all searchable files to conform to a naming
convention.
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3. HOW TO NAME/RENAME FILES
File Naming Convention Guideline
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3. HOW TO NAME/RENAME FILES
Example:
058_Email_R8930.Tcom Equip Power & heat output_1335_2009 12
03.pdf
Ellsworth Hall, Project # R8930, Email on Tcom Equipment
Power and Heat Output, sent at 1:35pm on Dec 3, 2009.
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4. HOW/WHERE TO PUT FILES ON THE SYSTEM
1.
Rename files per the naming convention
2.
Move (Cut/Paste) to new location on the V: drive
3.
Check the next day using File Finder to make sure the files
are named correctly
Facilities Management - File Find Utility
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4. HOW/WHERE TO PUT FILES
 V:\_DocumentTransition
This folder is for temporary use to test file names.
File Finder will indicate incorrectly named files. Please
move it the next day once it has been indexed and you
have corrected it if necessary.
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4. HOW/WHERE TO PUT FILES
V:\ActiveProjects
Project folders by Project No.
 Studies
 Other Active Project Folders

V:\FacilityRecords
Building files
 Site Files
 Events
 Studies
 Completed project files
 Campus Master Plan

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4. HOW/WHERE TO PUT FILES
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V:\Administrative
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Training files
Administrative files
Standards
Guidelines
Forms
V:\CommonResources
AutoCAD Blocks

AutoDesk Shared

Catalogs
Codes
 V:\GroupAccess
GIS Files
 Division files
National Standards
Templates
 Scans from copy machines
Lighting Files
 Files not conforming to
naming convention

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SUMMARY
1.
New V: drive is already on line for use
2.
File Finder Tool: http://www.fm.wmich.edu/ap/filefinder
3.
New file naming guideline:
V:\Administrative\Training\Document Mgmt\Admin_Training_
Electronic File Naming_Issue 04_2010 06 11.pdf
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FREQUENTLY ASKED QUESTIONS:
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How do I get or find help?
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What if I find a mistake in file naming?
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No, GroupAccess and CommonResources are not
Can A field be left blank in the name?
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YES (with some exceptions)
Is the whole drive searched with the File Finder Tool?
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email a team member
Do all files need to match this convention?
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Document Team member
Document Team
Yes, but there _must_ be_4_underscores
When will implementation occur?
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It is on-line now
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QUESTIONS?
Facilities Management Department
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