Facilities Management:

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 Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 2

Present System Problems & Issues:  Multiple drives with restricted access  Existing drives are short of space  No file naming standards across many disciplines  File retrieval problems Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 3

New System Solutions:  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 Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 4

 Facilities Management - File Find Utility Facilities Management - File Find Utility  Requires all searchable files to conform to a naming convention. Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 5

File Naming Convention Guideline Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 6

Example: 058_ _R8930.Tcom Equip Power & heat output_1335_ pdf Ellsworth Hall, Project # R8930, on Tcom Equipment Power and Heat Output, sent at 1:35pm on Dec 3, Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 7

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 Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 8

 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. Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 9

 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 Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 10

 V:\Administrative  Training files  Administrative files  Standards  Guidelines  Forms  V:\GroupAccess  Division files  Scans from copy machines  Files not conforming to naming convention  V:\CommonResources  AutoCAD Blocks  AutoDesk Shared  Catalogs  Codes  GIS Files  National Standards  Templates  Lighting Files Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 11

1. New V: drive is already on line for use 2. File Finder Tool: 3. New file naming guideline: V:\Administrative\Training\Document Mgmt\Admin_Training_ Electronic File Naming_Issue 04_ pdf Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 12

 How do I get or find help?  Document Team member  Document Team  What if I find a mistake in file naming?  a team member  Do all files need to match this convention?  YES (with some exceptions)  Is the whole drive searched with the File Finder Tool?  No, GroupAccess and CommonResources are not  Can A field be left blank in the name?  Yes, but there _must_ be_4_underscores  When will implementation occur?  It is on-line now Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 13

Facilities Management Department Admin_Training_Electronic File Storage Retrevial_v4_2010.pptx 14