THE RYERSON INDEX

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USING DROPBOX TO SUBMIT INDEXING

  

What is DROPBOX?

Dropbox is a cloud-based storage system which allows you to store up to 2Gb of data on a server located somewhere in the world - ie in "the cloud".

Your data stored in Dropbox can be shared with other people - in effect, a network without the complications of networking.

When a folder is shared, each person with access to the folder sees a copy of the entire contents of the folder on their own computer.

And all this is free.

How does Ryerson use Dropbox?

When indexers create one or more daily files of data, these files have to be sent to a central location for updating to the Ryerson website. The transmission method used until now involved the indexer using Winzip to gather together a group of files, and then attaching the resultant .zip file to an email to the central co-ordinator.

Dropbox has changed all that.

Ryerson has a folder on Dropbox called "Ryerson Files". Each indexer now simply copies their completed indexing files into this folder. Once in the folder, the files remain until the next database updating run, when they are added to the database and then deleted from the Ryerson Files folder.

Working this way eliminates work for both the indexer (no longer any need to zip files and create an email), and for the co-ordinator (no emails to handle and files to unzip).

Tips and Tricks

Like any software, there are some little points to consider. To use Dropbox for Ryerson, please remember the following:
  1. Because everyone with access to the shared folder sees the entire contents of the shared folder (in fact, has a copy of all files in the shared folder on their own computer), it might be tempting to delete one or more of these files because you don't recognise them. DO NOT DO THIS. Never delete any file in the "Ryerson Files" folder. If you realise there is an error in one of your files, email the co-ordinator (John) with the details.

Installing Dropbox

Installing Dropbox is a straightforward process.
  1. Go to Dropbox webpage.
  2. Create your account via the "create an account" link.
  3. Download the installer. This will download a file called "dropboxInstaller.exe", which you can save and then run to instal Dropbox on your computer.
  4. Email the co-ordinator and ask for the shared link.
  5. Follow the instructions in the shared link email you receive.

That's it. You will now have a folder called "Dropbox" on your computer, probably in "My Documents". Within the folder is a sub-folder called "Ryerson Files", and that is where you deposit your indexing submissions.

This page is owned by Ryerson Index Inc, a non-profit organisation incorporated under the laws of New South Wales, Australia. The last update was February 2nd, 2016.