Storing files in Groove with meta data

[tom saffell]

I am in the process of setting up a file store (~1GB of PPT, XLS, etc) for my
work group.

There is a lot of meta data that relates to the files. With my limited
knowledge of Groove so far, I see three options (below) for how to implement
this. I would like to know:

1. What experience do people have with this / can they recomend it?
2. Are there other options that I have missed? (can the files tool be
extended?)

Options I can see:

a) use the files tool and use the folder structure to capture the meta data
(bodge
b) create a custom form with a field for capturing the file (is this stable
for 1GB of data?)
c) use a Sharepoint site and use the Sharepoint tool in Groove to access it
(I dont even know if this is possible)

thanks in advance,

tom saffell

 

[Mark Smith]

Hi Tom -

My first comment would be to suggest you consider carefully whether you can
split the file store into several different spaces. Groove can handle 1 gig
of files, but you may run into problems when you cross the 2 gig line. If
your data is in a few spaces instead of one monolithic one, that gives you a
lot more head room and makes it a lot easier to share with new colleaues.

If you copy your files into a Groove Files tool, they won't be accessible to
search tools like Microsoft Desktop Seach., so if you use Desktop Search, I
suggest you investigate using a File Sharing space (which uses the files on
your hard drive without copying them into Groove). with your metadata in a
forms tool.

I might have some more suggestions in a couple of days.

 

[tom saffell]

Thanks Mark - that's very useful.

If I were to go down the File Sharing space route then what would be the
best way of linking the forms (where the meta data is) to the files
themselves? I wouldnt want it to to be too onerous on the user.

thanks again

tom

 

[Ken Ng]

Hi Mark,

Just wondering if the 2 gig limit also apply to the File Shared workspace or
just the File Tools within the standard workspace?