Hi everyone. My name is Mike Massengale. I am a senior full-time faculty member the graphic design program. In this presentation, I will share some basic file management tips.

Why is this an important topic?
Because as you move through your program of study you will create 100’s of files
and you will want to keep track of where all of your projects are so you can find them so you can find them over and over again
in preparation for your final exit portfolio.
This is an example of how I setup my files and folders on my hard drive I have a general folder on my hard drive titled, “Classes.”
Then inside of that I have a list of folders that are labeled by course code.
For example, I’m teaching G230 Digital Illustration.
So I have a folder titled G230.
Then inside of that, I make six folders and label them by the weeks. Week1 for Week 1. Week 2 for Week 2 and etc.
Inside of each weekly folder I then create two additional folders.
Assignment 1 and Assignment 2.
What I also do is add a short description to each assignment names folder.
For example, Assignment 1 GreetingCard.
I use underscores in my folder names but you can use other characters like brackets or dashes.
Basically, you use a “coding” that you find memorable.
Once you come up with a coding, stick with it.
Now, let’s take this a step further. I have two options to show you.
The first is to create two sub folders within each assignment.
The first subfolder might be titled Working Files and the second Final Submissions.
The Working files folder would contain things like drawings, photographs, word doc’s and the master creation files.
The Final Submission would contain the images that you upload and present in class.
The second possibility is to create four subfolders.
The first would be for your concept sketches.
The second for developmental art images or photographs that you have selected to use on a project.
The third would be for your working master files.
Like an InDesign, PhotoShop or Illustrator files.
Then last would be the files you upload and present in class.
What this will do is further organize your files by type. Creation files and the images you post in class.
Why is this important? After a period of time…let’s say six months of classes,
you will forget where you saved the greeting card design. You may be trying to find it to to show someone your work
or to place in your portfolio. You can remember that you worked on a greeting card project, but may have forgotten what class it was for. By labeling your folders in this method, you can simply go back and either perform a search in each class by opening each folder, or even better, search your hard drive with the key words like, “Greeting Card.” Another issue that will come up is a computer crash. Your hard drive might die or maybe your system gets a virus.
You might even decide to buy a new computer. One of the other classes I teach is portfolio. It’s the last class you will take before you graduate. It is very common for students to come to class with no record of the projects that they have completed because of computer crashes.
The main problem is that they don’t have any existing work to put into their portfolios. So. How are they going to create a portfolio to show potential employers in order to get a job? There are no class projects to place into it. Many students try to create 10 or 12 projects for the portfolio in the last 5.5 weeks before they graduate. That’s a ton of extra work to do, plus create the other requirements for class. The solution is to backup your projects at least at the end of every class.
Thumb drives are one way.
CD Rom’s another. A removable hard drive Even a cloud backup service. It really doesn’t matter which device or service you use. Just use one. Even better use two.
For example, I back my files up to a cloud and a removable hard drive once a month. I like to back the data up twice just in case something happens to my computer or the back up system. CD Rom’s are great for general achieving. I like to backup large projects to a CD and then place it on my bookshelf for safe keeping. The down side to that is that the disc could get scratched or damaged in some way. So, if you do use a CD, put it in a safe place.
If you use an external hard drive, make sure to unplug it from your system and unplug the power when it’s not in use.
Why? There could be a thunderstorm in your area and a lightening strike damages your device. There are a multitude of other reasons as well. For example, if your computer has a virus, that virus could transfer itself to the removable drive. Something you really do not want to happen.
My philosophy is, play it safe. Cloud services are also very popular right now. Some of them are free to an extent.
What I mean is that some cloud backup services are free up to a certain limit. Most have a monthly fee. The fee may be as little as $5 or maybe, as much as $10 a month. I suggest making a choice based on your unique situation. My main point is this. Back up your projects. You don’t want to loose all of the hard work because your system goes down. I hope you have found this presentation on File Management helpful. I encourage you to view our other presentations. Please, refer to the welcome package for the list of topics and links to the recordings. We also hold a Live Q&A session at the end of each month and I encourage you to attend. Look for an invitation via email or in a course home announcement. Questions can also be directed to our email alias. I’ve listed it here and it is also listed in the New Student Guide. Remember – we are here to help. We wish you much success.