Upgrade StorageHow to set up centralized PDF collection for organization with 200+ people
Hello,
My organization has thousands of academic and grey literature PDFs that are in dire need of management. After comparing PDf managers and citations softwares, Zotero looks like a great fit!
My question pertains to the logistics of setting up Zotero. Currently, we do not have the storage capacity to have a centralized location of all our PDFs so we would be looking to pay for cloud storage. We would like the PDFs to be in a centralized location accessible by all staff, so ~200 people.
There can be high staff turnover and so we would want the library to be managed by one administrator. Ideally, the PDFs would be organized into specific collections by topic and then the entire library would be accessible to all staff though I would be weary of giving all staff the ability to edit the tagging/naming/structure, even if there is an administrator.
How would you proceed? It is extremely unlikely that our organization has the funds to pay $18,000 for unlimited storage for 250 people.
Thank you,
Katherine
My organization has thousands of academic and grey literature PDFs that are in dire need of management. After comparing PDf managers and citations softwares, Zotero looks like a great fit!
My question pertains to the logistics of setting up Zotero. Currently, we do not have the storage capacity to have a centralized location of all our PDFs so we would be looking to pay for cloud storage. We would like the PDFs to be in a centralized location accessible by all staff, so ~200 people.
There can be high staff turnover and so we would want the library to be managed by one administrator. Ideally, the PDFs would be organized into specific collections by topic and then the entire library would be accessible to all staff though I would be weary of giving all staff the ability to edit the tagging/naming/structure, even if there is an administrator.
How would you proceed? It is extremely unlikely that our organization has the funds to pay $18,000 for unlimited storage for 250 people.
Thank you,
Katherine
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You'll likely want to make this a private group.
Everyone else would join the group as regular members and sync. I'd probably set up the group so that only 2-3 people are administrators and only administrators can add and edit items. That does have the disadvantage that any additions have to go through them, but as you suggest, giving any type of editing rights to 200 people isn't going to work well.
Note that in this setup all PDFs would be a) on the Zotero server and b) on the local harddisk of _every_ user. If storage is a concern, you could set sync to "download as needed", which will only download PDFs as users try to open them.
We use a similar set-up in a team of 10 and I've consulted for a company with ~100 employees using it.