Electronic Files
Gustavus Public Library: Materials:
Electronic Files
What are they? | Where are they? | Why? | How? | Folder Reference | Standards | Search!
Browse Them Now!
Public | Group | Home
| Web | Search
What Are They?
Electronic files are all sorts of documents, pictures, sounds, databases, messages, and computer programs. Any information that can be digitized (including pictures and sounds) can be saved as an electronic file. In its Technology Plan, the Gustavus Public Library decided to become a repository of electronic information about the region. Examples of electronic files that the library wants to collect and make available to its patrons are:
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GCA records such as meeting minutes, bylaws, policies, committee files, correspondence, etc.
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Library documents including instructions, policies, and manuals
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Community records such as historical photographs and articles
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And lots more
What are they? | Where are they? | Why? | How? | Folder Reference | Standards | Search!
Why Keep Electronic Files
Electronic Files offer these advantages over more traditional media such as paper and audio tape:Searchable -- you can enter a search term to find all relevant documents.
Secure -- Files are backed up on tape every night and network security limits the type of access by user to prevents accidental or intentional moving or deleting. No more missing or overdue materials! Even if the library burns down, all the electronic files are preserved on backup tapes kept off-site.
Accessible -- The files can be reached from any web browser connected to the Internet, including the public use workstations at the library.
What are they? | Where are they? | Why? | How? | Folder Reference | Standards | Search!
Standards
Accounts. Users logging on with account patron have permission to modify files in the /Home/patron folder only. Please see the disclaimer at http://gustavus.lib.ak.us/Home/index.htm for more information about storing files in this area. To save files in other locations on the server you need to log on as a librarian or someone else with a computer account. To obtain an account, send an e-mail message to administrator@gustavus.lib.ak.us describing the area you want to access and why.
Please take care to store files in the correct locations. Mis-filed files might as well not be stored at all, because they will be inaccessible. Use these steps in order to determine where to store a given file. This will ensure that all files that should be available for the public will be. Consider whether the file actually belongs in the web section of the server; see Adding to the Gustavus Web for more information.
Cross-reference files. In many cases, a file could sensibly be stored in more than one place. For example, group/library could have a folder for reports. This folder should contain only reports which are not for public review, but it is confusing to have only some reports here and public reports elsewhere (in the public/library/reports folder, and maybe on the web site!). In these cases, store the file in the most logical place. Then refer to the location where you put the file from other places. For example, in the index.htm file in group/library, put in a re-direct, which are web pages which automatically take the viewer to a new location. A sample redirect.htm is in /public/ -- for more information see Adding to the Gustavus Web.
Put an index.htm file in the root of every major sub-folder. This file in html (web page) format should have an explanation of the contents, structure, and permissions of the drive. For an example, see the public folder.
File formats. It is more important to put the information on the server than
it is to put it in the "correct" file format. However, keep in mind that
you can save your readers a lot of frustration if you use the preferred
formats -- or at least avoid the worst ones!
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Type
of Document
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Preferred
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OK
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Dreaded
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Word Processing
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HTML (Web
Page)
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Word 6.0/95,
WordPerfect 5.1 for DOS, Microsoft Write
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Claris Works,
Microsoft Works 2.0
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Spreadsheet
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Excel 4.0
or 5.0
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||
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Graphics
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.GIF, .JPEG
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||
Your suggestions on how to clarify and improve the folder structure and our explanation of how to use it would be greatly appreciated. Please e-mail your feedback to technicians@gustavus.lib.ak.us.
What are they? | Where are they? | Why? | How? | Folder Reference | Standards | Search!
How To Use
Files on the library's server can be accessed by a variety of methods.
- From the library's computers, use Windows Networking.
- Elsewhere, use your web browser (WWW) to view files. Use FTP or Windows Networking to upload (save) files. If you can't get that to work, e-mail your files in.
The following table summarizes the different methods and when to use them.
Summary of Methods
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Method
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Home/Internet
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View
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Comments
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||
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Yes*
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Maybe
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Yes
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Yes
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Best method
from the library. Can be used from home computers running Windows 95 or
later, but is technical to set up.
|
|
|
Yes
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Yes
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Yes
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No
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Easiest method
for viewing files from home or the Internet, but you cannot upload or save
files to the server with this method.
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|
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Yes
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Yes*
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Yes
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Yes
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The most
universal self-service method for uploading/saving files to the server
from home. Easy with Internet Explorer 5 or later..
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|
| Yes |
Yes
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No
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Yes
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Good way
of infrequently submitting files for publication if you are confused or
don't have a library computer account.
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* Preferred method for this location
Windows Networking using Windows Explorer.
At the library
Log on to the network as Patron if you just want to view public files. To change files in the public folder, or to view files in the group folder, you will need to log on as librarian or with some other account that gives you appropriate permissions.
Double-click on Our Documents in the Public Use Menu. Or if you are saving a file from a Microsoft Office application such as Word or Excel, you should be taken directly to our documents.
Navigate to the folder you are interested in using the instructions in Where Are They as a guide; OR
Search for the file you are looking for (this will be using the WWW method, but you can note the location in the search results and use Windows Explorer to go to that location).
At home
You will need to set up Windows Networking to work from home. This is a fairly technical procedure and you should expect some difficulties accomplishing it, but you only need to do it once, and it could well be worth it if you are going to be saving library files from home on a regular basis. Here's How.
WWW via your web browser
This method works for viewing files from home or the library. You cannot use this method for saving files to the library. As of this writing, only computers in Gustavus are permitted to view files in the Electronic File System, but this is a policy choice. It is technically possible to allow anyone or everyone access to some or all of our electronic files. Files on the web portion of the server are available for anyone to view. To view files with your web browser, just click on one of the following links: Home | Group | Public | Search | Web | Where?
FTP (File Transfer Protocol)
This is probably the method you will use to upload (save) files to the library server from home.
To upload files using FTP, you will need a computer, a connection to the Internet, an FTP program, and a computer account at the library.
If you have Internet Explorer 5 or later, go to ftp://gustavus.lib.ak.us . To change files you must log in with your computer account by going to the File menu and choosing Log In As... -- after you have logged in you can rename, copy, delete, and drag files into the explorer window to upload them to the server.
Other ways of using FTP are generally harder but may be necessary if you don't have Internet Explorer 5 or later.
If you have a file to contribute to the library's collection of electronic files, but the Windows Networking or FTP methods are too daunting -- or if you don't have a library computer account -- you may submit your file(s) for publishing via e-mail. This method is probably best if you are an infrequent contributor or you are confused about the many options described above. To use this method, send a message to webmaster@gustavus.lib.ak.us and attach your file(s). If you have an idea of where they belong, give the location in the body of your message. Include a phone number if possible where you can be reached with questions.
Considerations when saving files
Before you save a file to the library server, please review the standards section of this document!
What are they? | Where are they? | Why? | How? | Folder Reference | Standards | Search!
Folder Reference
This section is somewhat technical. See Where Are They for a more user-friendly explanation of where to find and store electronic files.
)to
browse the contents of the folder.
