1. A guide for postgraduate students Presenter Alison Baker - Trainer, Information Technology Services File Management using Windows 7

2. To safely store, save versions, and regularly save a copy (backup) of your files. Lost files may be able to be recovered - but there are no guarantees. This is a guide to good file management practices here at Massey It is your responsibility:

3. File storage Folder structure File saving and naming Versions Backup Protection Topics

4.  Choose a Massey Network Drive location to store your files so they are backed up to a server File Storage  DO NOT Store your files on your Local Disk (C:) Drive  DO NOT Store your files on a USB/Flash Drive – only store copies for backup or portability Local Disk (C:) Decide where to save your files. It is strongly recommended you:

5.  Choose a Massey Network Drive location to store your files so they are backed up to a server File Storage Home Drive - Stores only your own files Example: 87654321(\\tur-homes1) (H:) OR Shared Drive - Stores yours and others shared files Example: nameofdrive(\\tur-file5) (S:)

6. 1.Create a ‘parent’ folder Give it a meaningful name, for example: Thesis, MA. J.Bloggs Folder Structure

7. 1.Create a ‘parent’ folder 2.Create sub-folders Group files by category, for example: File Type Assessment/Deliverable Item Topic Folder Structure

8. 1.Create a ‘parent’ folder 2.Create sub-folders 3.Create and receive files Folder Structure

9. 1.Create a ‘parent’ folder 2.Create sub-folders 3.Create and receive files 4.Save methodically APFEAEIIP* (*not a real acronym)

10. File Saving and Naming Save Save as Save email attachment

11. File Saving and Naming File names: Should be meaningful and describe content or purpose. Should have a consistent syntax or format. Should not exceed 31 characters. For example: This_file_name_is_only_31c_long.docx Characters that can’t be used: \ / ? : * " > < |

12. Versions Version Control with Autosave  Not the type of versions we are talking about here

13. Versions Version Control with Save As  Use good file naming conventions to keep track of a single file throughout different states of draft-redraft-review-edit.

14. Backup Backup your files Regularly save a copy of your folders and files Original (Authoritative) File Store Copy (Backup) File Store Take a copy of original and paste to update the backup on a regular basis

15. Protection of Files Prevent other people from opening or modifying files.

16. Protection of Files Mark as Final – protect file from modification  Editing and proofing is disabled.  The file becomes read-only.  Helps communicate that you are sharing a completed file.  Prevents readers from making inadvertent changes.

17. Protection of Files Encrypt with Password – protect file from opening  User must enter password to be able to open file.  Passwords are case-sensitive.  Don’t forget the password.  Encrypted data cannot be retrieved without the password.

18. Protection of Folders Password protection at folder level is possible, However: It requires the use of a third party tool, e.g. 7Zip It creates an encrypted copy of folder/files but does not encrypt the folder/files itself.

19. safely store, save versions, and regularly save a copy (backup) of your files. [Learning Guide URL] Information Commons IT Help Desk – Library Information Technology Services Web Pages For more information on how to