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Storing your PDF, Word and Text files

We are now providing easily accessible space for you to store your non-CMS files.

The documents server exists at http://documents.kenyon.edu/ and files can be added to and removed from it the manner as any other mapped drive. To request space on the documents server please contact mazurr@kenyon.edu or burnsp@kenyon.edu and let us know which office or department you will be maintaining files for. Read the guidelines and restrictions listed below before asking for space

If you already have access to space on the documents server, you have received or will receive an email with the location and name of your group's folder and share. In general, any file that you place on the documents server will be available from http://documents.kenyon.edu/folder/filename where "folder" is the name of your group's folder and "filename" is the full name of your file, including the extension.

LBIS has information on mapping a network drive. This document claims to be specifically for wireless access, but the steps are the same for mapping a new drive from any desktop machine.

Following the instructions on LBIS's networked drive page your entry will look something like the following:

  • Windows (in the box labelled "Folder"): \\documents.kenyon.edu\your_share_name
  • Mac (in the box labelled "Server Address"): smb://documents.kenyon.edu/your_share_name

Where "your_share_name" is the name of the share listed in the email your received at the time of your request.

Guidelines for using the documents server share.

Restrictions:

A "Forbidden" warning will result if a visitor tries to access a file with any of the following characteristics:

  • Spaces in the filename (we suggest replacing them with underscores or dashes)
  • Any document that is NOT of the following type:
    • Word (.doc -- .docx and related formats are now also allowed)
    • Rich Text Format (.rtf)
    • Text (.txt)
    • Excel (.xls)
    • PDF (.pdf)

    All other document types will be ignored. This includes all types of images, html and php files, and any text files not listed above. If you need to post images, come talk to us about our photo galleries or the rotating image spaces on your site.

While you will not be prevented from saving such files to the documents server, no visitors to the site will be able to read them.

Suggested document guidelines:

While not required, following these guidelines will make maintaining your pages and documents easier for you and for us.

  • DO NOT create folders under documents. This will keep your links short and simple.
  • DO NOT use the current year as part of your document's filename. This will allow you to create next year's document with the same name so that you can copy it over this year's document and never need to change any links!
  • DO use all lower-case in naming your files. The server is case-sensitive (File.txt and file.txt are two different files) and simplifying your naming methods will make it easier for you to create links to these files.
  • DO use descriptive filenames, but keep them short.
  • DO keep files up to date. If you're no longer linking to it, delete it. In the future we will be implementing a "nag" script that will check for old files and remind you to remove them -- keeping files up to date will prevent the script from emailing you. THIS SHARE IS NOT FOR DEPARTMENTAL STORAGE PURPOSES. IF IT'S NOT MEANT TO BE PUBLIC, REMOVE IT.