Document Storage/Meeting Notes 2017-11-13

Document Storage

Date

Monday, 13 November 2017 from 7:00pm to 9:00pm

Meetup Event

https://www.meetup.com/NetSquared-Kitchener-Waterloo/events/243067519/

Location

Queen Street Commons Cafe, 43 Queen Street South, Kitchener, Ontario Map

Event Announcement

Document Storage/Announcement 2017-11-13

How do you store your documents? Where do you store them? What software creates your documents? What software stores it? What software retrieves it? What about document indexing and searching? How do you deal with non-textual documents? What document file format do you use? Is parchment and goose-quill still best?

This month there'll be a shooting match between the Well-Known Format SysAdmins and the OpenStandards SysAdmins. But it'll be a polite shooting match at our round table discussion, with SysAdmins relating their own practices, learning new ones, and telling tall tales.

--Bob Jonkman & Marc Paré

• Document Storage/Meeting Notes 2017-11-13

Resources

File Storage | TechSoup Canada

Nextcloud or ownCloud

Future Venues

• Communitech has indicated we can no longer use the Jellybean Room on Mondays
  • but the room is available on Wednesdays
    • but it's only available until 8:00pm
    • do we want to switch meeting days?
  • Marc will check if there's any availability on Mondays
    • but the cost will probably be higher ($15/hr now)

• We were contacted by Reg from One King North Map, a coworking space
  • Reg indicated that "Also it's complimentary, so you don't have to pay for using our space to hold meetups"
  • Marc followed up, was quoted £150 for using the space
    • Apparently, Reg was unclear in his communication

• Other possible venues:
  • Old school board building (Marc has contacts, will investigate)
  • Downtown Community Centre Map
    • but they require all KWNPSA attendees to purchase memberships at $15/year
    • Paul Nijjar investigated for KWLUG; it was deemed unsuitable for a non-profit group
    • Bob's notes indicate there are also meeting room fees, insurance costs, and participants under 18 years old are not allowed.
  • Descendants Beer & Beverage Co. apparently has meeting facilities. Kirk will investigate. Map

Meeting Notes

Cloud Storage

• Microsoft Office 365
  • Lots of KWNPSA members use Office 365
  • Default installation moves documents to US servers
  • Microsoft will move documents to Canadian servers on request
    • but this may take up to seven years

• Cloud horror stories:
  • Company advertising genetic testing services stored data in the cloud
    • then sold people's personal genetic data to a pharmaceutical or insurance company
  • Genealogy company acquired data stored "freely available" from individuals' web sites
    • Now sells this data, and it is not available to the original authors
    • Suggestion: "Poison the well" by creating a "Fake Uncle Ralph" to prove authorship (see Wikipedia:Trap street)

• Google G Suite (Google Docs)

Future Topics

• Document Management: There are specialized software tools to manage your documents, provide version control, allow staff to checkout documents for exclusive access, and to provide indexing and search tools. What do you use?