Babson File Reorganization
Cant seem to upload final proposal here in files tab.
Final proposal is now in files area
First meeting 31 july 1pm CST
Babson is going from google to sharepoint as we speak. Cheryl will identity users and share that with us,. We will make a spreadsheet of migration, exploring best structures with client, also look what other universities are doing.
Calendar:
now - end september summer creation phase.
Best practices output phase
Refinement phase
Next meeting: look at their system and structures. It would be nice if more users would be attending.
How is the hecvat form going? I have time today from 9CST to 10.30CS
Hi Claire. Are your notes here?
Prep for Babson:
Make more statements than meetings.
What’s the low hanging fruit? What can we fix easily right now?
Plan for Fixing Folders:
1. We need to get the tree to really be very relevant to the viewer that you are currently using. Mirroring and have it be like a home, or living room.
2. Export data into spreadsheets, re organize it, then bring It back in. As Christopher and Cristobal are training me while I document the changes they are making.
3. The faculty are attached to the courses, not the courses to faculty. That way if a faculty leaves its not going to create problems in file structure.
4. We are thinking it may be best to take everyone’s individual albums and sort by user profile. We can use these albums like a Junk drawer
5. Courses and departments can be standardized but from courses on down.
6. If we structure from Courses and faculty down, they would have an unstructured entity, which may add flexibility for their database.
7. We can simplify by keeping Marketing projects as an unstructured entity.
8. Start spreadsheet to find errors in Babson site
9. There are a million General folders, and BabsonARTs folders.
10. Make an events section in Babson site
11. Collections and albums, there was some confusions between the two causing issues. Plus libraries was listed too low to make sense. The general and marketing is in there in duplicates or more.
12. Add Advancement, general, BabsonARTS, Cutler Center and athletics under departments
13. Make an events section filtered by EG: year, date, academic year/semester
More Tasks:
1. Add a little category tree you can turn on and off as a feature if there are a lot of files.
2. Put a search menu on the main stack media viewer in the media browser view.
.3. Move file path on upload screen to top left for more visibility.
4. It’s too easy to right click and make a new folder. This is too easy and will get people into trouble. We need to take this feature out and put something else in place.
5. It would be great to make it so that On a case by case basis you can turn on and off that you can have a small category tree.
Maybe we could have something within marketing, like a campaign?
Awards ceremony, photo shoot, student profile, faculty profile,
6. Magazine as a top level
7. Start Best Practices document
8. Work on Cart Feature.
Problems on Babson Site:
There are errors on some albums
Make Magazine a top level
Advancement of 1947 has no images - we need to fix that.
Athletics -Possible multi level -
Suggestion : Structure it by Sports - year - league?
Shutter stock? Do we need to add another area? Like “Stock footage?”
BIGGEST PAIN POINT - Their marketing folder Is a mess
Their featured collections are where all of their good stuff is for marketing. Organized by year, but some of them are out of place. EG: The beaver bowl at staples centre is right next to the grad profiles.
What Criteria do we need for making things top level?
- What folder is the most accessible for people?
- Does it have many albums?
- Is it a main source of media?
- Is it heavily used on a regular basis?
People?
Departments
Events
Are we ready for the meeting? I have seen no progress? If we are not prepared then cancel again and lets review what is happening on our side.
The meeting is thursday, we have a client status meeting in 15 minutes. I have planned a dev meeting for babson wednesday afternoon.
I spoke with Claire and she is not able to project manage this project. We need to get all the tickets in here so Cristobal knows what to work on
Yes, lets talk about that in 10 minutes.
Index/$cat.name directory has errors. Should be called Departments instead? Libraries
What does the word advancement mean? Alumni and friends, planned giving, donors. We put under Departments Under Departments
Are events important enough to put on the top menu? Events seem to be disorganized, and also spilling into other directories Grad level, Audience, Alumni?
We need to determine which directories need to be top level entities. Events, Departments, People...
`What is the cutler center? how much use does it get? where should it go on the levels? Its a Department
There are multiples of General, BabsonARTs. Put atheletics under Departments Under Departments
Events are import as well. Images are often affiliated with events, images of people are very important . Driven by Year/date, ( undergraduate, graduate level), type of event Academic years, Semesters, or filter by date
