Electronic Fileboxes

Electronic Fileboxes : Electronic Fileboxes Phase 1 (Electronic Fileboxes) Stage 3 (Summer 2007 – UCD-Hosted SFTP) Micah Globerson David Richardson


Contents : Contents Project Overview Access Procedure FTP (uploads andamp; downloads) HTTP (downloads for Bluebooking) File Nomenclature Document Markup Closing Comments


Project Overview : Project Overview


Project Process : Project Process


Paperless OfficePhase 1*: Electronic Fileboxes : Paperless Office Phase 1*: Electronic Fileboxes Temporary solution Run out of Fernando and my apartment First step toward paperless office Creating new office culture for a comprehensive future system Online now Implementation Plan: Stage 1: Issue 4 – Limited trial Stage 2: Issue 5 – Office-wide implementation *: PHASE COMPLETE


Current System : Current System File system imitates/replaces the paper box file system System is accessible from any Internet connection (globally) This system handles: Cite Checking [storage] (SFTP): Source document markup Source document filing


System Structure : System Structure Approximation of paper filing structure Structural diagram  Compare to File Boxes Compare to Divider Folders Compare to Paper Sources


Access Procedure : Access Procedure SFTP


Access Procedure: SFTPLocation on the G: Drive : Access Procedure: SFTP Location on the G: Drive Log onto a computer in the law review office. Open the G: drive Find the folder called LRSERVER Inside, you will find folders for each unpublished Issue currently in progress SAEs are responsible for maintaining files in G:\LRSERVER.


Access Procedure: Remote access to the G: drive : Access Procedure: Remote access to the G: drive Installing the software Shortcuts to current versions: Windows, Mac Proper Method of finding UC Davis licensed (free) SFTP software: Log onto My UCDavis. Click on the UCD Resources Tab Select Software Click on the File Transfer folder (left side) Download and install Fugu (for Mac) or WinSCP (for Windows)


Access Procedure: Remote access to the G: drive : Access Procedure: Remote access to the G: drive Configuring the software Host name: sftp.law.ucdavis.edu Username andamp; Password (same as on office computers) 'Save…' to save the config 'Login' to connect


Comment on Remote Access : Comment on Remote Access


Uploading/Downloading (FTP) : Uploading/Downloading (FTP) Once in the system, you can Browse Folders Copy Paste Rename Drag and drop to or from the server (but you can’t drag files from folder to folder; to move a file, you must download it to your computer, then upload it to a different location)


File Nomenclature : File Nomenclature


Nomenclature : Nomenclature Maintaining a consistent nomenclature is important, given the volume of source documents that we work with and our regular need to lookup specific documents. Note that files of the same name will overwrite existing files if placed in the same folder on the server. Basic Conventions: Don’t use spaces; use '_' underscore characters Omit all '.' periods (except in file extensions, e.g., '.doc')


Naming a File : Naming a File Parts of a file name (in sequence; use underscores to separate the parts): Name used to alphabetize within folder Source type Footnote range Username NOTE: This structure is intended to represent the way in which we sorted files and labeled the front pages of source documents when we used paper boxes (except that we now include usernames)


1. Name for Alphabetization : 1. Name for Alphabetization Cases: U.S. v. West  'West' Statute: 12 U.S.C. §1528  '12USC1528' California Evidence Code § 15403  'CalCodeEvid15403' Journal: [Author]_[first real word of title] e.g.: Paul Simmons, A new architecture …  'Simmons_New' Web: Author or first real word of page title


2. Source Type : 2. Source Type You will type one of the following (all-caps): CASE JOURNAL NEWS STATUTE WEB If none of these categories apply, consult your AE. For the sake of standardization, do not create your own categories.


3. Footnote Range : 3. Footnote Range Written as [#START]_[#END], e.g. '54_57' [#START] = The number of the first endnote in your source checking assignment in which you see this source cited. [#END] = The number of the last endnote in your source checking assignment in which you see this source cited. NOTE: Naturally, the range will probably also include endnotes in which this source was not cited


4. Username : 4. Username Your username is whatever comes before @ucdavis.edu in your UCD e-mail address. Why? Helps distinguish filenames on server (safeguarding against name redundancy) Helps in tracking/fixing mistakes


Document Markup : Document Markup


Document Markup : Document Markup You can use MS Office Word or Document Imaging Printer, Adobe Acrobat, or another standard format. Regardless of the format used, you must: Include cover page with all relevant citation information, including corresponding footnote numbers (e.g., in the header) NOTE for WEB documents: Include the URL hyperlink with the citation information Highlight the identified source text Identify the footnote to which the highlighting corresponds (in MS Word, you can use the 'Comment' feature) Save the document with the proper name


Markup Technique : Markup Technique Please be inventive and use whatever works for you when marking up your document. If you come up with a great idea, post it to the blog so that other people can imitate your approach. The following are some ideas generated during the testing phase of this project.


Cases in MS Word : Cases in MS Word One approved method for marking up a case in MS Word is to copy out the relevant parts, including page references, and markup the text directly. Word includes features such as highlighting and commenting. See the Technical Recommendations PowerPoint (§2.b.ii.) for info related to document markup.


PDF Documents : PDF Documents It is unusual that someone must use a .pdf document The best way to edit a .pdf is to use the full version of Adobe Acrobat… but that costs $ - maybe you can get the school to buy licenses for our office next year. Robyn has a method that she uses, explained here. This method works even for Hein documents, which have no embedded text. A similar method discussed by our project team is to copy out the selection: 1) as a snapshot image and 2) as text (in documents where you are allowed to select and copy out the text). You would then paste into a Word document 1) an image of the original alongside 2) an analog of that text in editable form. Then you can markup the editable text. This allows an Editor to later verify accuracy by checking the accompanying snapshot of the document. Select Text to Copy Select Image to Copy


HTML Documents : HTML Documents In Internet Explorer 7.0, there should be an option in the 'Page' menu to 'Edit with Microsoft Office Word. Once you get the page in Word, you should be able to markup and save from there.


MS Office Document Image Writer : MS Office Document Image Writer See this blog post for an explanation of how to use this feature to create virtual printouts on a lab computer.


MS XPS Format : MS XPS Format


Closing Comments : Closing Comments


Final Notes : Final Notes All Members are responsible for maintaining copies of files that they upload to the server until the issue is published. Articles Editors are responsible for keeping the most recent version of each article in that article’s main folder.


Who to Contact : Who to Contact Trouble using server / feedback: TE Categorization problems / File naming: The AEs/SAEs can create new folders/restructure categories as needed. Always refer to an articles editor when in doubt about where to file a source document.


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