Where's my file? by Randy Puckett

At one time or another, we’ve all done the preverbal no-no with our work documents. You know what I’m talking about; you start a project and begin cramming .mxds, .pdfs, spreadsheets, shapefiles and everything else into folders that every other project you’ve ever done are crammed into as well. How easy is it to find your .mxd and all its associated project files a month later? A year? Five years from now? Good luck, you’ll need it. How do you fix this? You get organized! In this presentation, we will discuss some common problems that are perpetuated through the continued use of poor file structure. We will also discuss helpful ways to clean up “old messes,” and to implement new protocols for a more organized file structure and greater ease of use during the course of a project.

Transcript

1. Where’s My File?! Simple tips for a better electronic file structure
2. About File Structure • Most of the time, we as GIS professionals focus on the technical aspects of our craft. • Map creation and data management seem to take priority, while a well organized file structure is ignored. • And, in the modern sense, we end up like the lady in the picture: disorganized.
3. About File Structure • Though this presentation is not about the filing of paper documentation, remember our modern electronic filing system is our desk. • You can’t afford to be like the lady in the picture. Get organized! • Now let’s briefly discuss some of the habits that perpetuate poor electronic file structure.
4. PFiling Habits • In this example, the user (or users) crams files into a single folder for later personal or “community” use. • Though the user may not be aware of it, better file structure is needed to ensure future ease of use. • The following picture is a real life example of such a “hamper.” • Viewer discretion is advised. Filing Habits Example 1: “The Hamper”
5. Look Familiar? Enough said.
6. PFiling Habits • In this example, the user begins a project and starts sticking files into common folders based on file type. I used to do the same. • You know, you put your word processing in a folder called WORD. • Your .mxd goes into a folder called MAPS or PROJECTS. • Your .jpegs get stuck… wherever! • Sounds kind of organized, right? Example 2: By File Type
7. PFiling Habits Example 2: By File Type • With this file structure you find the spreadsheet you’re looking for, but where’s your .mxd?
8. PFiling Habits Example 2: By File Type • Now you look in the MAPS folder and find the .mxd, but you remember there was a picture you wanted to insert into your map. Where’s it at?
9. PFiling Habits Example 2: By File Type • With this file structure, you are condemned to look through folders with numerous files just to find the file you’re looking for.
10. PFiling Habits Example 2: By File Type • The biggest problem with this file structure is that you may not be aware of exactly what files are associated with a given project.
11. PFiling Habits Example 2: By File Type • This electronic filing structure can be very problematic. • There’s a better way.
12. PFiling Habits • In this example, we will see how to store files by project association. • When you store files by project association you are able to quickly find files linked to specific events. • This type of file structure can be used to clean up old messes and can be used to prevent new ones. • Let’s look at the necessary steps to set up such a system. Example 3: Project Specific
13. PFiling Habits Example 3: Project Specific • STEP 1: Determine the disk space where your project directory will reside. • This directory should ideally be on a network drive and not your desktop for the sake of better sharing.
14. PFiling Habits Example 3: Project Specific • STEP 2: Create a blank project directory similar to the one seen above. Give a permanent name that is meaningful to what you do.
15. PFiling Habits Example 3: Project Specific • STEP 3: For now, add two empty folders to your project directory. • Name one with the current calendar year. • Name the other “File_Template.”
16. PFiling Habits Example 3: Project Specific • STEP 4: In File_Template place blank folders with the names of file types you would like to manage. • Above are some examples of such folders.
17. PFiling Habits Example 3: Project Specific • STEP 5: Inside your 2011 project directory, create a new project folder. • The naming convention should contain the date and project name. This will make the project easier to find in the future.
18. PFiling Habits Example 3: Project Specific • STEP 6: Go back to File_Template, copy it’s folders and paste them into your new project folder. • Remember, always do steps 5 and 6 before you start any project. This will break your bad piling habits.
19. PFiling Habits Example 3: Project Specific • STEP 7: Save applicable files to their respective project folder. • Place that Word document you received by email into Word_Text. • Save that spreadsheet with all your tabular data into Excel_Access. • Put your map into Arc.mxd. • And someday, when you need to refer back to this project, you will know right where to find the file you’re looking for. Yea!!!
20. Old Messes • Cleaning up the old messes will be your greatest challenge, but the concept will be unchanged. • Just remember to set up a folder for each calendar year in which a project occurred. • Name your project folders with date and name as previously mentioned. • Place your File_Template subfolders into the project folder. • Snag old project files and move them into your project directory.
21. Graphical Overview 1 Main Folder Year Project Name File Type 1 File Type 2 File Type 3 File Type 4 File Type 5
22. Graphical Overview 2
23. Old Messes • The cleanup will take time, but will be totally worth it when you’re done. • I incorporated this process and have organized every project I’ve worked on since 2005. • It’s very relaxing to be able to find old projects, and their respective files, with ease. • I challenge you to get organized using better electronic file structure.
24. Conclusion • Good electronic file structure is the only way to keep our modern desks clean. • And, the only way to have good file structure is to put away old habits and pick up new ones. • Hopefully this presentation has given you some tools that will help you do that. • So, starting today, are you going to be a piler or a filer? • The decision is yours.
25. Thanks for listening! Contact Info Randy Puckett 5301 Northshore Drive North Little Rock, AR 72118-5317 (501) 682-0956 puckett@adeq.state.ar.us