Server Guide

Overall architecture

Here is the Server’s architecture. Please note that you may have restricted access to some folders (they will have a STOP sign on it).

BACKUP: Contains a saved version of the server (the day before) - if you need to access this folder, please ask help from Admin

SERVER FILE:

• After 6pm to trash: we use this to send each other some files. This folder is often emptied so make sure to save your files elsewhere.

• Library: This folders has all our Stock images, videos, Benchmarking presentations, lists of names of partners and contractors, fonts, … etc
  Basically everything that could be reused in another project.

• M&C resources: We store everything related to the agency in this folder. Our visual identity, presentation templates, M&C events, M&C logo, M&C website files…

• Management: This is only accessible by Project managers. This folders contains our contracts with clients, timelines, meeting reports…

• Work In Progress: We put all our work in this folder. Since we spend so much time in this folder, we thought it deserved a special map (see next section).

USER: We don’t really use this folder

WIP folder

This map gives you an overall idea of the “WORK IN PROGRESS” server folder. On this map you also have indications about the file naming (top left corner).

WORK IN PROGRESS:

• Incoming: Every-time we receive something from a client (except contracts) we put in in this folder.
  Make sure to check how to name the files: It should be the date of the email so that we can find it again if needed

• Outgoing: Similar concept. Every time we send something (except a presentation), we create a folder and copy the files. That way, we can trace back exactly what we sent and when.
  Make sure to check how to name the files: It should be the date of the email so that we can find it again if needed

• As: Project managers should fill this in for all on-going projects

• Design: We use “round numbers” to keep track of the evolution of our work. Since we usually have a few designers working on different options, we separate them between each round. The folder SERVER/WORK IN PROGRESS/PROJECT NAME/DESIGN/WIP can be subdivided by the designer if needed. All the confirmed items should be duplicated into the latest “Round” ; that way if we have a few different logos, we know that no matter what, the confirmed version is in the latest “round”.

• Presentation: This is were we archive all our presentations. All presentation are in the same folder so organisation is of the essence…
  The link folder has no subfolder so organisation is of the essence…
  Rename the version sent to the client according to the example.

• Production: We only put the production files (artworks) once they are Printed. Sometimes, we issue some artworks, we sample, and then we change the artworks again… So we wait until all is confirmed to put it in production. This folder will only be used to reprint - or to find informations about printed items.

• Content: This is folder used by Creative strategist to store their work and WIP.

… but hey, good news :

There is a folder template! You must always use the folder template as a base for your new projects. The folder template has template names that you should replace.

Naming Files and folders

You should not have to name folders yourself since you will use the blank Folder Template in the section above.

For file naming, you will find some examples in the Folder Template as well… But here is how it works:

YYMMDD_CLIENT NAME_TITLE_version.file

1. We always put the DATE first so files are in order (YYMMDD, not YYYYMMDD nor YYDDMM).

2. We keep the CLIENT NAME in case a file is lost, so we know exactly where it belongs.

3. Then TITLE of course.

4. And then, VERSION FILE. If it’s the version sent to the client, you should call it 1C (first version sent), or 2C (second version sent), etc…