atw: Re: Internal Resource Map
- From: "bja" <moo-man@xxxxxxxxxxxxxxx>
- To: <austechwriter@xxxxxxxxxxxxx>
- Date: Tue, 21 Sep 2010 15:44:34 +1000
Hi Ken,
If you just want a resource 'map' and not the burden of developing and
managing a central repository and then migrating all the docs there, I
suggest you simply create an Excel spreadsheet that lists all documents in
the various locations and then place the document in a central online
environment (wiki, intranet page) that can be accessed by all.
In the Excel workbook, you can import the filenames to a different worksheet
per environment and then have a master sheet where all files in all
worksheets are listed in alphabetical order.
This can be done using VBA across all network folders, wiki pages and Web
environments. I haven't tried it with SharePoint folders yet but there will
be a process for extracting the filenames I'm sure.
In the last one I did, I listed all documents in our network locations,
wikis and Web environments, sorted by title, showed their location and
hyperlinked from the filename to the document to allow them to be opened
from the spreadsheet. I also created a 'master' page which grouped ALL
filenames alphabetically.
A side benefit was that it highlighted all the copies of all documents
around the network.
As for updating the document, I also set up a macro button that re-created
the spreadsheet when the button was clicked on meaning it could be updated
in a couple of minutes but this manual process could also be automated to
update on a daily basis or whatever cycle you choose.
This, I believe is your easiest way to have a 'resource map' as stated.
Cheers,
Bruce
_____
From: austechwriter-bounce@xxxxxxxxxxxxx
[mailto:austechwriter-bounce@xxxxxxxxxxxxx] On Behalf Of Ken Fredric
Sent: Monday, 20 September 2010 3:40 PM
To: 'austechwriter@xxxxxxxxxxxxx'
Subject: atw: Internal Resource Map
Hope this request isn't too left-field for this list. If it is, and if there
is a better place to ask this question, please let me know.
I imagine we're no different from many companies (around 80 staff) in that
we have thousands of commonly used documents & files stored in various
locations such as network folders, intranet (SharePoint), the company
website, customer portal that doubles as a resource for staff, etc.
Because staff don't know where a particular resource is located, this leads
to many requests along the lines of "where can I find the latest version of
ABC.doc". And because I'm the techncal writer, it's assumed that I must be
responsible for all documents, so all the requests come to me.
We have staff based all around Australia, with head office here in Brisbane.
I am in the initial stages of planning what I have called a 'Resource Map'.
The purpose of this map will be to provide a single point where all staff
members can come to search for resources such as documents and files that
are stored somewhere in a location that is accessible to all staff.
Haven't yet gotten to the point of deciding on the format, or decided
whether it should be editable by all staff, e.g. a wiki.
I'm wondering whether others on this list have faced this problem and come
up with a workable solution. Also wondering if there is any software out
there that could help with this.
Thanks,
Ken Fredric
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