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F drive breakdown
1. F Drive Breakdown Children’s & Teen’s Created by Marcos Martinez 10/2010
2. What is the purpose? Purpose of the F Drive Primary: to share files across departments and branch locations Secondary: to temporarily save relevant files Created by Marcos Martinez 10/2010
3. Why use our shared (F) net drive? Efficiency, Efficiency, Efficiency… Saves time from distributing documents Allows for flexibility to work at any workstation at any branch Reduction of paper Frees up space from our email inboxes Approval time is much faster Created by Marcos Martinez 10/2010
4. Layout of the Children’s Children’s (Top tier) Children’s Contents of Tier 2 Folders Lark: save those files pertinent to this location only; ex. Staff schedule, book budget, etc. Do not save Program or Statistics files here. Lark (Misc) Main (Misc) Main (see Lark) Palm View (Misc) Tier 2 Tier 2 Palm View (see Lark) Purpose: Program planning and ideas. Includes: a folder for each location. A “system-wide” folder (ex. Summer Reading Program, NLW, etc.). Statistics folders in each subfolder. Programs Publications Publications: all calendars, flyers, brochures, handouts, PSAs should be saved in this folder in the appropriate location; more in detail later Created by Marcos Martinez 10/2010
5. Bookmarks Children’s Brochures Lark (Misc) Calendars Main (Misc) Flyers Palm View (Misc) Tier 3 Tier 3 Tier 2 Tier 2 Handouts Programs PSAs Signage Publications Sign-up Sheets Layout of the Children’s:Publications Created by Marcos Martinez 10/2010
6. Bookmarks Children’s Brochures Lark Lark (Misc) Calendars Main Tier 4 Main (Misc) Flyers PV Palm View (Misc) Programs Handouts Publications PSAs Signage Sign-up Sheets Layout of the Children’s:Publications PSAs folder Created by Marcos Martinez 10/2010
7. Children’s Bookmarks Lark Brochures Lark (Misc) Main Calendars Main (Misc) PV Palm View (Misc) Flyers Programs Handouts Publications PSAs Signage Sign-up Sheets Layout of the Children’s:Publications PSAs folder Created by Marcos Martinez 10/2010
8. Children’s Lark Ready for approval from Supervisor, Kate, & Cesar? Move file one step up from “Drafting” Drafting Publications Main PSAs PV PSA PSA PSA PSA PSA PSA Layout of the Children’s:Publications PSAs folder Created by Marcos Martinez 10/2010
9. Your Options (once publication is not needed) PSA PSA PSA PSA PSA PSA PSA Remove from F: drive to your desktop. Layout of the Children’s:Publications PSAs folder Created by Marcos Martinez 10/2010
10. Questions or Suggestions? If you have any questions on the workflow or where to save files, please contact Cesar. We invite your comments or suggestions on the shared drive for both Children’s and Teen’s. Thanks! Created by Marcos Martinez 10/2010
Editor's Notes
Welcome! At the end of this presentation, or tutorial, you will know where documents should be saved and how our new workflow falls into play using our shared network drive.
[Note] Both the Childrens and Teens folders on the drive are laid out the same.Paths for both Teens & Childrens listed below (what is shown on slide above^^^):F Drive Pubic Services Childrens Lark, Main, PV, Publications, ProgramsF Drive Public Services Teens Lark, Main, PV, Publications, Programs
In each Publication Sub-folder, there is a folder for each library location.
Shown in the example above are three folders within PSAs. The idea is to save PSAs in the folder relevant to the library location. The next slide will focus on the workflow and demonstrate where PSAs that are pending for approval should be saved.
For any given publication there is a "Drafting" folder. Use this to draft a publication for an upcoming event. Once you, the creator of the publication, are ready to get it approved (per "Workflow for the Approval of Publications"), move the file outside of the drafting folder [as shown above]. This can be done by right-clicking, cutting the file(s), and then pasting the file(s) one step above the drafting folder.
After your publication has been approved and the publication is no longer relevant, you have the option to: remove from the F: drive to your desktop, reuse the publication for a future event/program, or simply delete the file from the F: drive.
