RE: Managing a Collection of Documents

Subject: RE: Managing a Collection of Documents
From: Slager Timothy J <Timothy -dot- Slager -at- dematic -dot- com>
To: "Janoff, Steven" <Steven -dot- Janoff -at- ga -dot- com>, "techwr-l -at- lists -dot- techwr-l -dot- com" <techwr-l -at- lists -dot- techwr-l -dot- com>
Date: Thu, 30 May 2013 17:05:54 +0000


I've used Google sites ( ) for something like this. I create a site and make it private. If it's a very simple set of documents, I create the home page with the file cabinet template, and start uploading documents. All this takes a few minutes (less than 5, last time I did it).

When you upload a document with the same name as one on the page, it stores it as a version. Click the version link and you can access earlier versions. To share the site with others, you enter their email addresses and send them an invite. They log into the site with their common Google logon--the same one they would use for gmail, for example.

If I have more documents, I add pages, all as file cabinets. You could make separate pages for different file types, or by subject matter. If you have large files (such as your audio and video files), you can create multiple sites (the limit is a fairly small 100 MB).

I've used Google Drive as well, which is designed more for this use, but I prefer the simplicity of Google sites with file cabinet pages when I don't need a lot of space. I've used Dropbox, and it is also extremely handy, but I haven't set that up.

This might be too low-tech a solution for you, but it sounded like you were looking for something simple (and free).

I want to manage a growing collection of documents that will include: (1) Text files (mostly created using Notepad++), (2) MS Word files, (3) PDFs (the majority created from the Word files in the collection), (4) a handful of Excel spreadsheets, (5) a number of image files (PNG, JPG, GIF, maybe a couple of others), (6) multimedia files -- audio (MP3/MP4) and video (AVI?), (7) the occasional PowerPoint file, and maybe one or two other file types but those are the major ones.

I want to manage all this remotely, in the cloud -- Google Drive or Dropbox or something similar.

I would like to have some kind of version control so that I can keep track especially of the TXT files.

I'd like a couple of other people working on the project to be able to access these files, and on rare occasions selectively edit as necessary (e.g., a text or Word file), but primarily just access them at any time for viewing, printing, review, etc.

I'd like to keep it open source if possible, e.g., I don't want to invest in Sharepoint or something like that.
This seems complicated to me but I suspect a number of you would see this as straightforward.


PS - In the absence of a good open source solution for this, I'd be willing to consider a reasonably priced commercial solution that could do the job.

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Managing a Collection of Documents: From: Janoff, Steven

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