4) File management

Introduction

Educate! is growing fast! To ensure we keep track of all our learning and evolution in design within and across countries we need a strong filing system. We use Google Drive as a document sharing and storing platform. Specifically for designers we have a few tips to share!

1) Consistent & Descriptive File names

Good filing starts with using descriptive file names. Our recommended practice is to start with the date, describe the document and include a version. When you don't name your files consistently you risk working on old versions, yet your colleague has shared updates.

Examples of good file names are:

  • 20190311 LEC term 1 guide v1
  • 20181204 Association flyer v2 MB comments
  • 20160722 BML proposal v3.1

Tip: As a team, be consistent. If you all date your files in the same way your files will automatically be organized according to date. You can choose to use 2019.01.01 or 2019-01-01 or 20190101 as long as you are consistent as a team.

Bad examples are:

  • LEC guide (which year? Which term? Which version?
  • June LEC guide v1 (by including the date you can know exactly which file is the most recent)
  • Final LEC guide (next thing we know there is a FinalFinal... include dates to be safe)

2) User-friendly folder-trees

Okay you've named your file... Where do you store it? In the past we've struggled to find design work from designers when they left the organization or laptops got misplaced... How can we make sure we can retrieve your designs years after date, or from different locations? Every country has a specific folder for design (or D&X) that can be accessed by anyone in the organization.

A folder tree is the hierarchical arrangement of folders and sub-folders. We usually organize our design work according to

  • Main folder: D&X
  • Sub-folder: Year
  • Sub-sub-folder: functions of the team (e.g. design, training, work plan & budget, experiments)
  • Each of these folders is again divided into sub-folders. Design for example can include sub-folders like: YBE, Association etc. Training can include: PC training, YL training, etc. Within these consider building in termly folders.

See a good example here.

Google Drive Basics

3) Synchronize your Google Drive automatically

Have you already installed the offline drive? Make sure you consistently save your work in the shared folders. Also double check the settings and make sure you sync daily.


Assignment #4 'audit the google-drive'

  1. The goal of this assignment is to improve the way D&X has filed documents in your country.
  2. Ask your line manager where documents are filed and what system they have used to name and store files.
  3. Using the tips above, analyze the way the google-drive is currently set up and identify 3 areas for improvements.
  4. Discuss this with your line manager and agree as a team how filing can be improved.

Write a brief report (1 page) on your recommendations and what you have agreed with your line manager to designacademy@experienceeducate.org