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Document Management System and Document Server

Posted on 2006-07-15
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Last Modified: 2013-12-03

I have a document management system that makes it possible to use a different path/filename for the document on the document server than for the local version of the document that the user works with.  So on the document server the file might be "\\server\share\word\2006\march\123.doc" but the user sees and works with "c:\ProjectBlue\Analysis\New York.doc".

My question is:  is there an advantage to this from the perspective of the document server?  Every new document that's created can be given any path/filename that works best for the server administrator.  Are there benefits to this re optimal use of the server, or anything else?

jkavx
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Question by:jkavx
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3 Comments
 
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by:rindi
ID: 17115289
This obviously has the big advantage that if you move the folders to other folders or servers, which would break the links inside documents to other documents those files would still be found as long as you move all folders as a complete set. and make sure the document management system still uses the original name.

As an example, the original folder location is:

\\server\share\word\2006\march\123.doc

and you move it to:

\\server2\share2\word\2006\march\123.doc

the management system would still show it as:

c:\ProjectBlue\Analysis\New York.doc

So the absolute location of the folders are masked.
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Author Comment

by:jkavx
ID: 17115432

You could also rearrange files on a server.  so "\\server\share\word\2006\march\123.doc" could be moved to "\\server\share\MsOffice\word\2006\march\123.doc".

What I'm wondering is whether there's any document naming scheme that might be advantageous.  Maybe folders would represent time frames, so you would have year\month\day\time.doc.  Basically, I'm saying to the server administrator, I can names these files anyway you'd like - what works best for you?  Does the server administrator care one way or the other what folders/filenames are used?
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rindi earned 500 total points
ID: 17115706
Not really, except that no special characters like @ü% etc are used in the file names, as these can not allways be used in all situations, and also not to make the names too large.
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