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--- tutorials:file_management [2026/09/09 11:51] – [Backup] chkuo
+++ tutorials:file_management [2026/09/17 11:20] (current) – chkuo
@@ Line 12: / Line 12: @@
     * Linux: Use rsync scripts with a cron job
   * Online tools (e.g., Google Drive, Dropbox)
-    * Easy to use; cost and privacy concern
+    * Easy to use; cost and privacy concern; may or may not be a true backup
+  * Solution for teams (beyond individuals): File server or Network Attached Storage (NAS) with proper backup
 ===== Working with collaborators =====
@@ Line 36: / Line 37: @@
 ===== Naming and version control =====
   * File names
-    * Do: short and informative. Include information such as project id, keyword (e.g. manuscript, report, keyword of figure/table), version or date
+    * Do: short and informative. Include information such as project id, keyword (e.g. manuscript, report, keyword of figure/table), and version (or date)
+      * Proper length is affected by directory structure; files in multi-level directories tend to have shorter names
+      * If the files (but not the directory structure) are to be shared, proper length may change. For example, "~/work_folder/manuscripts/project_X/draft/manuscript_v02.docx" works nicely in one's own computer, but for sharing, "projectX_manuscript_v02.docx" probably works better.
     * Avoid:
       * Long names that are difficult to read (e.g., full title of the manuscript)
@@ Line 43: / Line 46: @@
       * Names such as "xxx_final.docx", "xxx_final_revised.docx", "xxx_final_revised_typofixed.docx", etc
   * Versioning
-    * Version number should be the last part of the file name; two digits should be sufficient
+    * Version number should be the last part of the file name
+      * Usually, two digits should be sufficient
+      * Alternatively, use dates for version numbers; depends on how frequent the files are updated
       * Optional: Add initials if multiple people are involved in the project
+      * Optional: Add additional info; for example, "defense_final.pptx" is not a good idea, "defense_v09_presented.pptx" may be more accurate. If modifications were made after the presentation (committee gave useful suggestions, slides will be reused for job interview), then those modifications can be incorporated immediately after defense into "defense_v10.pptx". With all versions in the some file folder, it should be clear which one is the latest.
     * When in doubt, save as a new version
     * Recommended: In early versions of manuscript drafts, add a short section in the beginning of the document to explain the major changes made
@@ Line 73: / Line 79: @@
 ===== Tracking changes =====
-  * For Word files: Use the build-in function "Track Changes" by default when collaborating; possible to use the "Compare Documents" functions later.
+  * Microsoft Word
-  * For Google Docs: All changes are automatically tracked. Manually download the major versions and save with meaningful names (e.g., "agro38_ms_v05_ABC.docx")
+    * Use the build-in function "Track Changes" by default when collaborating
+    * Possible to use the "Compare Documents" functions later.
+  * Google Docs
+    * All changes are automatically saved and tracked.
+    * More streamlined operation, may be difficult to track when there are many changes by multiple users.
+    * Suggestion: Manually download the major versions and save with meaningful names (e.g., "agro38_ms_v05_ABC.docx").
 ===== Metadata =====