Network Storage A primer for understanding file sharing and setting up a directory structure for a church organization

Why use a server? Centralized Storage By storing files on the server, they are accessible from any computer Multiple users can access the same files and folders, aiding collaboration Common Applications Some programs, like a central database, can be installed and maintained once, but used by all.

Why use a server? One word: backups All files on the server are backed up nightly. By storing important files on the server, you can recover them if anything happens to them. By contrast, your individual workstation is not backed up. Ever. If you accidentally delete a file, it’s gone.

Why use a server? You would not store every important piece of paper on top of your desk, as it would be too unorganized. Similarly, all of the electronic files of the Parish cannot be stored in the same place, as it would be confusing! The server provides multiple places to store files, just like your desk gives you multiple storage locations.

Some Terminology Drive A drive is a storage location on a computer. Think of it like a drawer in your desk. Each drive can have multiple folders in it. Each drive is assigned a letter. Each drive can have permissions, like a lock on the drawer, which limits who can see files or folders shared on the drive, who can add files to folders, etc.

Some Terminology Local Drive Local drives are specific to your computer. For example, the hard drive on your computer is called C:\ Your DVD drive is called D:\ Any user of a computer (using their own ID) can store information on a local drive. Some folders on the drive can have their own permissions.

Some Terminology Network Share Drive Network Share drives are located on the server. They are like “virtual drawers” Share drives are generally set up to cover major categories of information (for example, “Faith Formation”, or “My Personal Files”) Each share drive can have its own permissions assigned.

Parish Share Drives F:\ (Faith Formation) The F:\ drive will be set up for files and folders related to Faith Formation.

Parish Share Drives U:\ (Personal Drive) Each user will have a U:\ drive, where they can store personal files. Each U:\ drive is unique, and cannot be accessed by other users. Files stored in the U:\ drive will be accessible by the user no matter what computer they use (they’re portable). U:\ drive files will be backed up nightly

Parish Share Drives P:\ (Public Area) The P:\ drive is the “catch all” for all files and folders that don’t belong on other share drives. It will be accessible by all staff.

Tree Structure Each drive will need to establish a structure that makes it easy to find the files you need. If you had 400 folders appear at once, you’d never be able to find anything! Each folder can have sub-folders, and each sub-folder can have sub-folders. The result is a tree-like structure, called the directory tree

Tree Structure Example F:\(drive) Religious Education(folder) K-3 Programs(folder) Spring 2008(folder) Schedule of Topics.xls(file) Handouts – Session 1.doc(file) Fall 2008(folder) Planned Topics.doc(file) Grades 6-9(folder) Organizational Information(folder) Youth Ministry(folder) etc…

The Challenge Think about your areas in terms of identifying categories of information. Try to draw out the first few levels of the structure. Think about what you would store in which folders. “Could I find what I was looking for quickly using this structure?” Think about common topics that apply to all areas, such as building use information, bulletins, etc.

Discuss