It’s important that you store the files for the manual so that you can easily maintain the manual, while still preventing unauthorized access, duplication of files, and data loss. If you’re on a network, the best way to do this is to limit access to where you keep the files.
Regardless of whether you’re on a network or not, you’ll still need to:
Maintain your files in a directory hierarchy that lets you separate each manual that you’re working on into its own directory. For example, you might set up a directory from the root named MANUALS with asubdirectory named POLICY. Having all the files in the same directory makes it easier to keep track of them.
Use a naming convention that tells you something about what a file contains. For WordPerfect files, use the extension .WP. For Word files, use the extension .DOC. For example, the file for module 1.3 of a manual named Financial Management Policies might be named FMP1-3.WP.
There should be a one-to-one correspondence between files and modules. Each file should contain exactly one module. This helps to reinforce the modular structure and makes specific modules easier to find and work on.
If there are several writers working on a project, make sure that there is control over who has what file. No more than one person should be working on a file at any time. When files are updated, the master file should be replaced and any working copies deleted.
If you’re on a network, you’ll want to restrict access to the directories. If you’re not on a network, maintain the files on a single system, signing the files in and out as people update them.
To prevent data loss, save your working files as you’re working on them. Be sure to archive the master files by doing a complete backup regularly. How often you back up your files should depend on how much activity there is. If you’re on a network, ask your system administrator when backups are being done. The archived copies should be stored off site.
