This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results. Research Data Management at Princeton An overview of best practices for managing research data.
Storage describes how you handle the files: What's in a folder? What kind of folder names do you use? How do you design a folder hierarchy? Organization, by contrast, describes how images are grouped according to content, usage or value. Organization lets you find all pictures of Josie, or all pictures done for the Acme Company, or all images used in my portfolio. We recommend that your organization be based fundamentally on metadata, rather than on folders.
There are two main problems with using folders for organization. The first is that the work you can do to organize with folders is very limited. There must be one top-level organizational method, which can only be subdivided in a limited way before the system becomes too cumbersome and breaks down. Is it most important to divide by date, client, project, subject matter, rating, or usage? Furthermore, information that is dependent on folder structure is very fragile.
If you remove an image from a folder that designates what that image is, that content information can be lost. While folder structure can be helpful in organizing your images, we suggest that the main job of folders should be as a storage structure. If folders are not the main method for organizing files, what is? We suggest that you need to use metadata and catalog software to most efficiently organize, manage, preserve, and get the most value from your images. Catalog software keeps a record of all images, and lets you use metadata to group them in any number of ways.
You can bring images together that have common subject matter, were shot for the same client, were sent out for similar uses, or any other commonality. Figure 1 This video shows how you can use catalog software to organize your images in lots of different ways.
The work you do to manage your files will be much more valuable if you do it consistently. While this can take some work to develop a system and train yourself to stick to it, you'll be paid back in the long term. We suggest you make some effort to standardize file naming, folder structure, metadata use and more.
As you do this, keep in mind that your collection of image files will be growing, and you will want your systems to be scalable so they can grow with you. The goal when naming files is to be able to tell what the file is about without having to open it and look. How will you know who the letter is to without opening it?
If you are sharing files via email or portable devices you may want to have the file name include more specific information, since the folder information will not be included with the shared file. The best time to file a document is when you first create it.
So get in the habit of using the "Save As" dialogue box to file your document as well as name it, putting it in the right place in the first place.
If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a! Sometimes what's old is obvious as in the example of the folder named "Invoices" above. If it's not, keep your folders uncluttered by clearing out the old files. Do not delete business related files unless you are absolutely certain that you will never need the file again.
Instead, in your main collection of folders under your root folder, create a folder called "Old" or "Inactive" and move old files into it when you come across them. Whether you're copying your files onto another drive or onto tape, it's important to set up and follow a regular back up regimen. Managing electronic documents should be part of an overall document management strategy for your business. A proper document management plan should include all aspects of handling documents, including storage, retrieval, backups, and security.
The search function is a wonderful thing but it will never match the ease of being able to go directly to a folder or file. If you follow these file management tips consistently, even if you don't know where something is, you know where it should be - a huge advantage when it comes to finding what you're looking for.
Seagate Technology. The following recommendations take into consideration the ISO guidelines. A policy represents a declarative statement by an organization. A Quality Policy should state the commitment of the organization to quality and continual improvement. The Quality Policy defines the quality objectives to which the organization strives. The quality goals of organizations are defined by quantifying the quality objectives.
The manual should fit your organization. The structure and the content of the manual can vary depending on the size of the organization, the complexity of its operations, and the competence of the personnel.
Small organizations can document the entire QMS in one manual. On the other side, large international organizations may have several different quality manuals. Generally, the manual includes the QMS scope, exclusions from the standard, references to relevant documents, and the business process model. The Quality Policy and the objectives can be part of the manual as well. The Quality Manual should include most of the following elements: title and table of contents; scope of the QMS; exclusions from ISO , versioning information, and approval; Quality Policy and objectives; QMS description, the business process model of the organization; definition of responsibilities for all personnel; and references to relevant documents and relevant appendices.
More information on how to document an effective Quality Manual can be found in this article: Writing a short Quality Manual. Quality procedures can have different formats and structures.
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