When I first started in graphic design, back before CD burners and cheap platter storage, we used 3.5″ floppy disks to store customer’s digital artwork. We had a rack on the wall that held several hundred disks, all labeled and marked with numbers. Those numbers correlated with a database stored on the computer which listed what each disk held. It was quite cumbersome, but really all that was affordably available at that time.
Over the years we moved to larger tape drives, zip drives, flash, and so on, until we eventually came to DVDs and hard drives. We’re at the point now where regular consumers can have terabytes of storage, locally or on their network. And at prices that are remarkably cheap.
I’m very picky in the way I organize my files. All of my personal projects have their own folder. Business files have their own folder. Current websites have their own folder, as does current design and current video project. All websites are organized by domain, and all design projects are organized by client name. Any web sites or clients that are considered ‘dormant’ are moved to ‘archive’ folders. These archived folders are then moved onto DVDs for permanent backup. I should also point out, during all of this time, all files on every computer on our network are backed up in three places (delta, every hour), automatically. So, if a drive or DVD were to go bad, we could always find a replacement somewhere.
Now, when it comes to naming your files, be specific. I had someone chuckle when I used the accent marks on résumé instead of just typing resume. I had to explain that résumé (that important piece of paper you provide with a job application) and resume (starting a process which had been paused) are different. If I wanted to search my computer to find a résumé, it would be much quicker as all instances of resume would be removed.
Also, if you don’t know which project a piece is attached to, ask! It’s better to be organized when they come back 2 years down the road and want to make a change to the flow chart for the XYZ project. If you had simply named it ‘flow_chart_32’, it’s going to be a lot more difficult to find. Store it in a folder named ‘XYZ’ inside the client’s folder. This might seem overly simplistic, but I’ve worked with individuals that were very sloppy, and stored practically everything on their desktop. I’m not saying that’s bad, but ProGravix doesn’t allow it.
This has been today’s Clarified Butter.