Technology Worksfor Me: Online Storage

A s a music educator at any level and in any discipline, you likely maintain numer-ous computer files to support

your various classes and ensembles, not to mention all of the files for your personal use. Does locating a file you quickly saved to your computer desktop sometimes feel like you’re playing the memory game? Have you found yourself wishing you had access to a file that you have on your work computer while you’re elsewhere? If so, there are free and simple online file stor-age solutions that can help you become better organized and more efficient in your work and personal life.

Multiple online file storage options are available and easy to research with just a simple Internet search on the topic. Using an online file storage system can make your life easier at the office, feeder cam-pus, and home. The best aspect of online storage is that your files can be accessed on the road. I began using Dropbox after learning about it a few years ago at a CEDFA pre-Summit Conference. It has simplified the organization of our band program, my private business, and some of my personal items. Dropbox is an online file sharing and storage app that has free and paid levels (the free version allows storage of 2 GB of data).

by Chad Dempsey

As a high school head band director and assistant fine arts director (for a dis-trict with four high schools) and with a personal business as a drill designer, using online file storage has been incredibly helpful. Files that need to be shared with colleagues, staff, design team, and admin-istrators are stored in this shared space. I believe Dropbox is simple to use, even if you haven’t had much experience with computer technology.

Getting StartedGo to www.dropbox.com and sign up

for an account. It’s a simple process that requires minimal time. Once you have created an account, you should download the Dropbox application to your computer to simplify access. You won’t even need to visit the website if you download the application.

How the Folders WorkCreate a new folder within your

Dropbox and label it. Save any type of file in Dropbox (located in your home folder, which is the folder named after your computer login). This file now belongs in that folder and can be accessed from anywhere! You can go to any computer or device with Internet access, log in to the dropbox.com website, and click on the

folder. Your file will be there.

• Cool Thing #1: It’s the same file any-where you access it.

• Cool Thing #2: You can edit the docu-ment from any computer. Yes—when you return to your computer where you first saved this file, it will be updated. (Important note: when you remove a file saved via Dropbox from any computer or device, it will no longer be accessible on any computer or device. This deletes the file com-pletely given it is stored online.)

How Do You Share?This is Cool Thing #3 about online

storage: You can share a folder with any-one. All they need is an email account (preferably one they check occasionally). When you click on the Share folder at the top of Dropbox, you can either start a new folder or share an existing folder. (If you’d like to test this out, you can share to my email C.Dempsey@ecisd.us). Type in the email address you would like to send the file to and click Send. Once your email is received and the recipient agrees to share, they will have access to the folder and files. Their access is limited to the fold-ers you choose to share with them. They cannot access your entire Dropbox folder.

32 Southwestern Musician | January 2014

How to Use Online Storage for Your Program

This technology can be valuable for any music organization (and truly by any-one who saves files and might ever need them anywhere other than their primary computer). The following are several ways we have utilized Dropbox in our band program:

• Concert Programs: One person creates a concert program file on a computer at school and places it in a shared “Concert Program” folder.

All directors have access to insert and edit the works and ensure the all-important student roster has all names spelled correctly.

• Fall Show: We create this folder for all marching show-related files: original MP3 files, drafts of designer music arrangements, original part PDFs, MP3 files of arrangements, and other show-related documents.

• Fall Show–Designers: We create this folder to be shared with music designers, drill writers, and guard

designers. Our design staff is located throughout Texas. When files are updated by anyone on design staff, all others receive a notice of a change and immediately have the adjusted file. The old dilemma of not knowing where the current version of a file is can be eliminated.

• Campus Fine Arts Combined Performance: Theater director and pro-duction director share the Production Sheet and Program.

• District Band Curriculum: The band curriculum (6–12) is shared on Dropbox for directors at all schools.

• District Curriculum Assessment Program: All documents created between assessment writers (three high school directors, curriculum assessment supervisor, and fine arts director) are saved, shared, and updated from four locations in our district.

Using a Mobile DeviceThis is Cool Thing #4: If you have a

smartphone or tablet, you simply need to download the Dropbox app, log in on a WiFi network, and you’re ready to go. On a recent band trip to California, our visual designer called with show questions. I used my iPhone to retrieve the program notes and my iPad to view the music PDF, and we had a discussion about our show—all while I was traveling on a bus.

Photos Can Be Stored, Too!If you have downloaded the Dropbox

app, you can plug in your portable device and upload your photos to your account. You can access photos anywhere and eas-ily share them over social media or with others via email.

While I’m no technology wiz, I am a teacher who wants to try to keep up with my students’ technology skills. Dropbox has become a center of organization for all components of our band program, and I’m sure that it or another online storage application could be just as helpful for you as you work to store and share informa-tion in your program.

Feel free to email at C.Dempsey@ecisd.us to share ideas or ask questions. 0

Chad Dempsey is Head Band Director at Edinburg North HS.

34 Southwestern Musician | January 2014