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Electronic Filing System

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  • Electronic Filing System

    Hi all,

    I need to set up an electronic filing system for my own use at work. I need it to be logical and not many folders deep. Does anyone have a system that works?

    At the moment I'm running.

    Top Folder
    ----Projects
    -------Project A
    -------Project B

    ----Intersting Documents

    and it's just weak....

    thanks

    Sievert

  • #2
    Originally posted by Sievert View Post
    I need to set up an electronic filing system for my own use at work. I need it to be logical and not many folders deep. Does anyone have a system that works?
    Sievert,

    I think you need to have a system that works for you, depending on the type of work that you do.

    Here is the top level items for my system (I'm a university professor)

    meetings, posters, talks, symposia, courses
    grants
    committees
    vita
    papers, projects and students
    archives
    gtd
    journal editor
    consulting
    scouts
    reviews

    As you can see it's an odd list, but it's one that has grown up organically over the past 20 years, and it's one that works for me. Everything can (generally) be only one place

    A few general tips:

    I try to have each folder start with a different letter, so I can navigate using the keyboard (vs. mouse).

    Also I keep the directories sorted in reverse date order, so more recent folders are near the top.

    - Don

    Comment


    • #3
      Originally posted by dschaffner View Post
      Sievert,

      I think you need to have a system that works for you, depending on the type of work that you do.

      Here is the top level items for my system (I'm a university professor)

      meetings, posters, talks, symposia, courses
      grants
      committees
      vita
      papers, projects and students
      archives
      gtd
      journal editor
      consulting
      scouts
      reviews

      As you can see it's an odd list, but it's one that has grown up organically over the past 20 years, and it's one that works for me. Everything can (generally) be only one place

      A few general tips:

      I try to have each folder start with a different letter, so I can navigate using the keyboard (vs. mouse).

      Also I keep the directories sorted in reverse date order, so more recent folders are near the top.

      - Don
      Hi Don

      Just wondering what is the difference between things separated by commas and the vertical list here ?

      meetings, posters, talks, symposia, courses
      grants

      Also what do you do about archiving? Do you sort by years or have some kind of mirror image of this layout inside the archive folder ?

      By the way you look like you are on a mac so you should be able to navigate in finder by typing more than one letter if you want to have folders that start with the same first letter.

      Michael

      Comment


      • #4
        Originally posted by Sievert View Post
        Hi all,

        I need to set up an electronic filing system for my own use at work. I need it to be logical and not many folders deep. Does anyone have a system that works?

        At the moment I'm running.

        Top Folder
        ----Projects
        -------Project A
        -------Project B

        ----Intersting Documents

        and it's just weak....

        thanks

        Sievert
        Actually, this isn't too bad. I keep my electronic documents on my hard disk filed in a similar manner to paper-one A-Z alpha system. I keep a folder at the root level for a person, topic, or project; sometimes only one file in the folder. However, I do have some top-level "category" folders that help me to group related items.

        Like you I do have a "Project Support" folder that has a folder in it for each project for which I have electronic support material. When I'm done with the project I might move the folders to some other location as reference or delete them. I typically don't nest more than a couple of levels deep. It works pretty well for me.

        Comment


        • #5
          ok

          thanks folks

          think i might be trying to overcomplicate things so it's good to hear others have workable fairly simple systems.

          cheers

          Sv

          Comment


          • #6
            Originally posted by Sievert View Post
            thanks folks

            think i might be trying to overcomplicate things so it's good to hear others have workable fairly simple systems.

            cheers

            Sv
            Exactly. For me it's the same. I prefer to have a system as simple as it is possible. Now I'm trying to focus on the A-Z- filing system. For me it work more simple than before. I mean in term of velocity accessing to the informations I'm looking for. Than great it's Google desktop search to find what's hidden! I tried also Windows Desktop search but it seemed to me it use more resources of the system.

            Comment

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