Goal
The goal of this project is to introduce the file types used in design production and to create a consistent and efficient process to manage files for use in print and digital workflows.
Objective
Proper file upkeep is essential to a stress free working environment and a smooth digital workflow. Macs and PC’s are similar in most regards, though they look and feel different as you begin to switch between the two platforms.
Background Reading
Dabner, Module 5
Vocabulary:
Directory: a file that lists the names of items contained on a disk or other piece of storage media. The directory does not actually contain these items, but it does contain information that tells the operating system how to find the item on the disk. A directory can list different types of files, including other directories, meaning that the directory structure of a disk can be multi-tiered.
Folder: the graphical representation of a directory. Together with the Finder (Figure 2), folders provide an easily understood way to see and manipulate a file system. Moving an item in or out of a folder in the Finder changes the underlying directory. The terms and are sometimes used interchangeably, when the distinction is not relevant.
Pathname: To find a file or folder, you follow a particular path. As in Figure 2, you might open the Mac OS X disk, then the Users folder, then the folder with your user name (or Home Directory), and finally your Desktop folder. A is simply a concise way to identify a folder by both its name and its location in the file system. This is important when files and folders have the same name and can only be differentiated by location. Mac OS X, for example, has four or more folders named “Fonts” that can only be identified by pathname.
Paths:
Absolute
Absolute paths are usually reserved for outside links. This is the formal path that includes all information necessary for the file to be found when it is requested by a computer.
Example: “http://art.oru.edu/” or “file:///Users/jhowell/Documents/*current_work*/oru/instruction/spring2009/ART218/html/05file_mgt.html”
Relative
When images or links are within the same parent folder or directory, the absolute path can be cumbersome to input opening the process up to additional error. Moving the file to a new location or server may require the link be edited to reflect the new path. A relative link only looks in the same level and therefore would not need editing if the parent folder is moved. If the individual file is moved relative to the referencing file, then the link will be broken or the file will not appear.
Example: “http://jwhowell.point918.com/academic/index.html”
To get from “index.html” to “table01.html” via Absolute path:
“http://jwhowell.point918.com/academic/table01.html”
To get from “index.html” to “table01.html” via relative path:
“jwhowell/table01.html” or “table01.html”
Site Root:
The site root is likened to an absolute location within a relative directory (ie folder). The top most directory (folder) that does not change is the “root.”
Example: “http://jwhowell.point918.com/academic/index.html”
To get from “index.html” to “table01.html” via Site Root path:
“/academic/table01.html”
File hierarchy allows for efficient use of digitally produced files. In the professional world, good file management allows for ease of use by service providers and printers. Large firms may require several designers work on the same project. By using a consistent system of naming and organization, the likelihood of creating costly errors can be reduced or prevented. In the Computer Lab environment, good management allows efficient use from machine to machine and from machine to printer.
The “project” folder should have the following sub folders:
fonts: This folder contains both screen and printer font files.
support: This folder contains placed images, EPS files, and additional files necessary for output.
trans support: This folder contains original images, layered images, or “extra” source files.
Save the document in the “project” folder. Name the file using the following as a template: yourinitials_art218_assn01_layout01.ext
Where “art218” is your class number; “yourname” is your name; “layout” is the name of the project part (Part one, Cover, inside, etc) “01” is the sequential file version number; and “ext” is the three letter file extension for the software you are using that is necessary for use on PC‘s and Servers. Remember, no spaces (use underscore), only one “dot” (.), and no slashes (/).
By keeping sequential files using the “Save As” command, you keep a progressive record of you work for later analysis or recovery. Computers organize on a alpha-numeric hierarchy, so a zero, as in “01” and “02” is needed to list before “11”, “12” and “22”. You can also use the File>Preflight command in InDesign to check.
Digital
The “project” folder should have the following sub folders:
- media: This folder contains linked media necessary output.
- scripts: Scripts used with some repetition held here.
- media: images, movies or animations belong here
- trans support: This folder contains original images, layered images, or “extra” source files.
File hierarchy is essential to allow any output in digital multimedia an web production. If files do not follow the proper paths and naming conventions, links and images will be broken and will not work. Users do not have options to relocate files as in some print production software. Servers and platforms may be case sensitive, have limits on number of characters, and do not allow the use of multiple dots (.) and forward slashes (/).
File Names
Macintosh, Windows, and Unix operating systems all have guidelines and restrictions on naming files. If you plan on working online extensively or on both a PC and a Mac, you should use the 8.3 or “eight-dot-three” naming convention. The name of the file contains only eight characters, a period, and the three letter file extension. No more and no less. Only letters, numbers, and the underscore are allowed (page_001.htm).