Posted 25 March 2011 - 07:36 AM
I disagree strongly with hamluis that duplicate files are not an issue in a business context. This has nothing to do with the capability of hardware or cost of storage but the practical realities of business efficiency and risk.
If there is a standard company letter template, there should be one copy of this which everyone uses. When it is updated, everyone carries on using it and they are using the correct, approved, updated version - not some five-years old copy they happen to have lying around on their computer.
If I have a spreadsheet which is regularly updated then everyone needs to be able to update and access the same file, not lots of separate ones (maybe even something as basic as a list of clients' addresses, let alone something containing financial information).
If the file you need is on my system when I am not there, then I need some re-education (perhaps involving the use of a Big Training Stick TM) about why files should always be saved in a shared area which is in the right place, properly secured to allow the appropriate level of access to the relevent people. This applies to anyone saving files in locations which are too secure (no-one else can get to them when needed) or insecure (everyone can read the HR files) or just downright disorganised, or where they are not backed up.
What you have here is largely a people problem, not a technical one. If I am saving a file in the most appropriate place for it, then it should be obvious to me that such a file already exists there. Yes, I know that there are always edge cases where maybe a file could belong in location A or B, but a system to do fuzzy matching and decide if your file is similar to any existing file on the system would be a huge ask at the point of saving, and likely to be very unproductive for staff.
Just my opinion, of course...
Due to global warming, eskimos now have more than 20 words for water John O'FarrellProfessional geek, consultant and trainer.
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