I would look at a product (it is cheap)PATools File Manager. I have used something similar in the past and since the files are generated in an excel format you can sort, filter, etcetera. Here is a general process that I have followed. (note with the PATools file manager, this has the ability to move files)
There are a several ways to capture information from a share drive. It is possible to use a tool such as Excel List Files in Folder (this is recommended as it can create a link to the file and capture date and size), a DOS command DIR > list.txt (not recommended) or contact IT to prepare a list of files and folders. The goal is to have a list of files in an excel spreadsheet so that an analysis can be performed.
1- Once you have the spreadsheet create a column such as Keep (values of yes/no)
2- Setup the meeting to review the spreadsheet with the SME and group if possible
3- In Excel you need to go to Data, Filter, Auto filter (this will help in searching for files)
4- During the review you can sort the spreadsheet by extension, file name, file path, etc.
5- This will help to identify files that do not need to be imported or can be deleted.
6- First start by using the Filter to identify files based on the extension. I have listed a number of file extensions that you can search for.
File Extensions
7- Search for the following file extensions and Mark NO in the Keep column after you verify with the SME that the file does not need to be imported. See notes
a. MDB (Microsoft access files will be stored in a share drive)
b. Lnk ( Linked files)
c. HTM (usually web pages)
d. HTML (usually web pages)
e. PPT (if the presentation is a weekly meeting select NO)
f. Msg (email messages)
g. Jpg - picture files (There may be some need to have some of these, review with SME they may be associated with a Operation Manual)
h. Gif - picture files (There may be some need to have some of these, review with SME they may be associated with a Operation Manual)
i. CAB
j. Avi - picture files (There may be some need to have some of these, review with SME they may be associated with a Operation Manual)
k. CSV -Comma delimited file - this is usually an export from a system
l. DAT
m. DLL
n. Doc2 There maybe another DOC document with the same name. Need to decide if they are both needed or just one of them).
o. DOT - these are templates for documents, if they are being used they will need to be kept. Another option will be to load them into Documentum in the future
p. DWF, DWG, are drawing files verify that multiple copies do not exist-they may need these
q. DXF, DXR are drawing files verify that multiple copies do not exist - they may need these
r. Exe-
s. Exe file extension - Firewater Jockey (check for duplicates)
t. LDB - this is a database file should not be moved to Documentum (check with the Maintenance and Services team)
u. Log - are drawing files
v. MPE, MPEG, MPG - these are video files (There may be some need to have some of these, review with SME they may be associated with a Operation Manual)
w. Zip - these are files that are combined to save space
x. XLS
y. Txt
z. Tiff picture files (There may be some need to have some of these, review with SME they may be associated with a Operation Manual)
aa. There are many other file extensions besides these listed.
File names - You can search on the file name for records
8- File names
a. Search for 2001, 2002, 2003, 2004 (the old reports may not be needed)
b. Person names (maybe someone has left)
c. ~ (this is normally a file that was not closed properly or is a temporary file)
d. Versioning is a good awareness session and it can be pointed out the various way people name files that are versioned. There should be one consistent naming convention.
i. REV ( Rev2, Rev3 Usually a revision, we would import the latest version)
ii. VER ( Ver2, Ver3 Usually a revision, we would import the latest version)
iii. V(V1, V2, V3 Usually a revision, we would import the latest version)
iv. Final (personal favorite is Final Draft, what does that mean)
SharePoint Specific Search criteria
SharePoint has specific characters that will not be accepted as file names. It is necessary to validate your filenames and change any that have the following characters.
9- File names with the following characters This is specific to SharePoint
a. \ / : * ? " < > | # { } % ~ &"
Folder Structure (file path) (search for)
10- Folder structure (File path). There may be folders that just contain pictures of the party last week
a. MSDS
b. Personal
c. Party Pictures.
Documentum specific Information that will be imported
If you are developing a spreadsheet for importing documents into Documentum and using Mclaren Docloader you need to include certain fields as a minimum during the spreadsheet development. You have an option of many fields, however these are the ones that are most important.
11- Include the following
a. File extension (Good for sorting by extenstion)
b. File Name (Good for finding duplicate files)
c. Filename and Filepath (This is needed for the import process)
d. Documentum Path (This will take the existing folder structure and put it into a format for Documentum. This is good for creating the folder structure however keep in mind if your current folder structure is not clean, do not put into Documentum as is. You can use this to cleanup the folder structure if needed.)
12- You will need to add the column (Keep) and in this column you can put Yes or No or? for something you need more information on
One suggestion because many of the files have names do not have a lot of meaning without the full path. If a cleanup is not done prior to an import it is possible to keep the full path and filename as the title or filename. This will allow a person to search on the old file path.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Joe
Sent: Monday, October 06, 2008 12:12 PM
To: [log in to unmask]
Subject: Process Map or Flowchart
Does anyone have a flowchart or process map that details a process for reviewing the shared drives, identifying official records and creating folders by record category?
This would be a great help. I am swamped with the rollout of the Records Management Program, cleaning up the mess at Iron Mountain.
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