GROUPS
General
Collaboration
Manual List
Auto List
Networking
FILES
Sharing
Security
Attachments
Administration
Storage
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GROUPS
General
There are many small practices out there and probably even more sole
practitioners....
Some most probably belong to a small practice network where they meet
and discuss their individual day to day problems.
Most of these network groups are organised and run on a voluntary basis
by fellow architects.
There most assuredly is a mountain of effort that goes into these
groups....usually the effort of a small few.
The WWW can be an avenue which allows much of effort required to be
minimised and/or streamlined making for less effort and sacrifice for
those volunteers at the top.
The same most definitely applies to those small practices who work
together with architects, consultants and who need to share information
amongst themselves......in a secure fashion.
Collaboration
At the top end each of these organisations could invest in their own
internet server and store information in secure areas which they have a
need to share or which they don't mind if people have access to. Think
of the duplication of effort and expense .
There are other alternatives for maintaining and sharing relevant
information between various organisations ....these alternatives cut
down on administrative maintenance required by the volunteers.
They are in some cases self perpetuating and they are secure - because
only those who have password access can get at the data and information
which is stored...... and the storage costs are NIL....because the
storage is on somebody else's hardware.
NO COST TO ANYBODY IN THE GROUP.
Sure there is a little to do in setting up the site in the first place -
the tools are there for those knowledgeable enough. The evidence is that
there are a number of sites around for architects....the HDAA List, the
HMB List (for Energy Assessors), the Specifications list at e-Architect
and......the RAIA has a number of lists.
There is a difference in the way these lists are administered.
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Manual List
If you take the HDAA and RAIA Lists and analyse the way they work you find that
everybody who subscribes to the list has their email addresses entered
manually....they email somebody who then enters their email address into
the list and that address becomes the password for receiving and posting
to the list.
Without the initial entry that you keeping getting errors when you try
and send email to the list.
A lot of work for somebody....maintenance wise. Unsubscribing is OK
that's automated and there is a facility available with each email
received to take yourself of the list.
Getting back on again is the same hassle.
The other noticeable thing about this form of list is that it doesn't
allow attachments....generally of any kind and is a bit limiting as a
result.
The founder of the list is the only person with the capability of adding
to the list because he/she is the only one who has the knowledge of how
the list is setup.
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Auto List
The other type of list is an automated list where there is a moderator
(founder of the list). The moderator status can be altered as the need
arises.
The Specifications Group for instance.....anybody can setup a group.
Yahoo has ....eGroups, E-Architects has PunchWORKS...etc and there are
no doubt others around which are free.
The difference between these and the Manual Lists are that once they are
setup they are self propagating....the moderator starts the group by
setting it up, by adding a number of email addresses and an
autoresponder sends out an invitation to those listed with a request to
respond to the invitation for inclusion into the group. Small groups are
no problem. Larger groups become more time consuming particularly
keeping the lists updated.
There are even instructions for individuals in the group to update there
details if they change......NO DEAD EMAIL ADDRESSES ANY MORE.......for
those who are interested that is.
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Networking
Most interest groups are relatively small - 20 to 40 regular attendees.
This makes setting the groups up relatively easy - there would be a list
of email addresses available for those which can be entered by the moderator.....to
start the ball rolling.
Once the list is active all that needs to happen is for attendees to be
advised of the email address......for instance uppernortharchitects
@yahoogroups.com and the rest is taken care of.
Those who are really interested will email a message to that address -
the moderator will receive a query indicating that this person wishes to
be included in the group and instructions on how to respond 'yes' or
'no' to ensure their inclusion or rejection.
Each member of the group can upload information send messages with
attachments which they wish to share with the group and group discussion
can take place using the address ....in a secure way.
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FILES
Sharing
In a collaboration there is a need to share information...CAD files,
Specifications....all kinds of information.
Where is it stored and what process is used to disseminate that
information... at present most offices use email to send the latest
version to interested parties or those who need the information. Then
they most likely store that issue version on their system in an archive of some sort so
they have record of the transfer/transmittal....if things go wrong.
The same process is repeated each time there is an update of information
to each party....and so it goes on.
Then there are the problems of people who cannot download the issue or
who don't know how to open the archive and so on....each causing 'admin'
and time constraints requiring 'sorting out'.
Wouldn't it be an advantage if there was a some method available which
allowed people to share current info without all the hassles. There may
be an answer on the WWW which does allow for such a possibility.
If you look at the HMB Assessors site in eGroups what you find is that
they have a place where they can post email, upload files for all to
download, post calendar events of interest to the group and generally
keep each member in the group informed of what is going on. What's more
each member only has to send email to one location not have to cope with
maintaining a distribution list or address book, and each member has
entry to update personal details if and when they change.
Self maintenance....once the group has been established.
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Security
All web based groups provide security capability - username and password
protection is required to gain entry to the site and only those members
authorised can get in.
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Attachments
With eGroups and similar sites there is no need to worry about sending
attachments and the restrictions which some lists place on them -
relevant files are uploaded directly to the site.
Some eGroups sites send an email notification that something has been
posted to the site or allow the person posting to send email via the
group address informing others that a file has been uploaded.
Either way a fairly simple process as one email goes to everyone
registered with the group....an email chat line.
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Administration
No more administration worries with eGroups and the like....the only
worry you have is making sure the latest information is posted and that
email notification is sent to the eGroups email address.
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Storage
Most if not all group addresses provide storage of files on their
server.
The amount and extent of storage varies from one to the other.....this
is something you nee to check out for yourself and make a selection
which fits your needs.
If you are only after an email list group then there are plenty out
there on the WWW to chose from - if you want more file storage then you
might have to look around but they are available.
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Victor Z Yanchenko has been involved with
computer technology since 1969 specifically in the areas of evaluating
CAD based mainframe and PC based systems. In the early 1970's he
assisted in the development of APDesign a PC based third party
application specifically for use by Architects with AutoCAD the worlds
most widely used PC based AEC software. In the early 1990's, apart from
his Architectural responsibilities he designed, managed and maintained
several Web Sites including the Sarlos Yanchenko Collaborative Web
Site as well as undertaking implementation and integration of Internet
based remote Design and Documentation of various projects for
clients in locations such as Mongolia, Thailand, Malaysia as well as
other Asian and Oceania based projects.
This site was built using some of the knowledge and information in
this article.
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