March Web Tip: File Management
As more sites are transitioned into the new USD 2.0 template, we wanted to detail how your site areas should be handling image and document files moving forward.
File Management Best Practices
In Cascade CMS, the only files (documents, images, etc.) that should exist in their respective folders need to be files that are actively used and linked to from your website. If the document or image is not actively being used on your website, it needs to be removed and/or hosted elsewhere.
There are two primary reasons why files need to be managed this way:
- Files that are hosted in the /documents and /images folders can be accessed via search engines (such as Google and the university's internal search). If there are files that are outdated or not being used on your site, they can still appear in search. This leads to user confusion and the inability to find the correct and current information.
- If you are hosting files in Cascade to use them in the MyUSD portal, email newsletters or other separate tools and services, there is a strong likelihood that the file in Cascade will be moved and/or deleted over time, resulting in broken links in those areas.
File Management Solutions
Website (www.sandiego.edu):
As a maintainer, you would have access to upload documents and image files into Cascade, as those files would be used on the site to best serve your users. Cascade CMS does have a file size restriction of 1MB. The university also offers Catcher, a large file server, which is used to host website-related files that are too large to upload into Cascade CMS. While files under 1MB can be uploaded into Cascade CMS, files larger than 1MB that do not need to be password protected (sit behind SSO) should be uploaded to Catcher.
If you do not have a Catcher account already - which uses your USD username and password - please open a web request using our online form.
MySanDiego Portal (my.sandiego.edu)
The Portal team can upload files for you (which generates a URL link to be used in the portal as well - that URL link can be provided to you). Please contact salesforce@sandiego.edu if you have any file updates or questions regarding that process.
Internal (Team) and Personal Options
There are third-party services that allow for better file management for internal and personal use. For example, Google Drive is a very easy and popular option that can host all types of files while also offering various access, privacy and linking options to cater to your needs.
If you have any questions or want some guidance on what options are available or may work best for you, please let us know via our online web request form:
https://www.sandiego.edu/web-request/
Thank you,
University Web Services
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