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8   Writing and Production Software

Organizing and Protecting Computer Files

It’s important to store your various types of electronic files in a way that makes it easy to find what you’re looking for, but prevents their accidental loss or damage.

You’ll need to:

  • set up a folder structure to contain the files
  • use a file naming convention so that file names are meaningful
  • limit access to the files
  • back up your files regularly

Folder Structure

Set up a separate folder to hold all of your files for the manual (see Figure 8-8). You may want to set up separate sub-folders for each chapter, subsequent drafts, correspondence on the manual, graphics, or for other types of files. Having them together will make it easier to back them up or move them around.

Figure 8-8: If you have many files, create a separate folder for each chapter

Figure 8-8: If you have many files, create a separate folder for each chapter

Naming Conventions

If you’re using Windows 3.1, use file names that suggest what the files contain. For example, the file for module 1.3 of a manual named Financial Management Policies might be named FMP1-3. Never add an extension to the file name, since this is how most software recognizes the type of file. Keep in mind that Windows 3.1 will only display up to eight characters in the file name and up to three characters in the extension.

Figure 8-9: You can use the module number as the file name
Figure 8-9: You can use the module number as the file name

If you’re using Windows 95, which supports long file names, just use the section number and title for your file name. If you use the number first, the files will organize numerically within the folder. See Figure 8-9.

Access to Files

If several writers are working on the project, make sure you keep track of who is working on what file. Otherwise, you could end up with two different versions of the same file and no way to easily combine them.

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.

File Backup

To prevent data loss, save your working files as you’re working on them. Be sure to archive the master files by backing up 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 which drives are backed up and when the backups occur. The archived copies should be stored off site.

Tips on Working with Files

Here are some tips on working with files:

  • Include the draft number in the document name so that you won’t overwrite the original when you save it.

  • Save the previous drafts in a separate folder in case you need to go back to the original for any reason.