Architekwiki
  • Home
  • WIKI
  • Start Here
  • Resources
  • Other
    • Reading List
    • Details
    • The 3 Aspects
    • About
    • Sign Up
    • Terms of Use
  • Ochre
    • Ochre
    • Ochre KB
    • Ochre FAQs
    • Ochre Help
  • Home
  • WIKI
  • Start Here
  • Resources
  • Other
    • Reading List
    • Details
    • The 3 Aspects
    • About
    • Sign Up
    • Terms of Use
  • Ochre
    • Ochre
    • Ochre KB
    • Ochre FAQs
    • Ochre Help

Architekwiki

A Resource For Architects
Subscribe

Categories

All
3 Aspects
Business Development
Communications
Concepts
Design
Detail
Estimating
Finances
Legal Issues
Management
Miscellaneous
Money
Ochre
People
Planning
Process
Projects
Records
Services
Specifications
Standards
Time
Tools

Archives

July 2022
June 2022
May 2022
April 2022
February 2022
October 2021
September 2021
August 2021
June 2021
May 2021
February 2021
January 2021
December 2020
November 2020
October 2020
September 2020
August 2020
July 2020
June 2020
April 2020
March 2020
February 2020
January 2020
December 2019
November 2019
October 2019
September 2019
August 2019
July 2019
June 2019
May 2019
April 2019
March 2019
February 2019
January 2019
December 2018
November 2018
October 2018
September 2018
August 2018
July 2018
June 2018
May 2018
April 2018
March 2018
February 2018
January 2018
December 2017
November 2017
October 2017
September 2017
August 2017
July 2017
June 2017
May 2017
April 2017
March 2017
February 2017
January 2017
December 2016
November 2016
October 2016
September 2016
August 2016
July 2016
June 2016
May 2016
April 2016
March 2016
February 2016
January 2016
December 2015
November 2015
October 2015
September 2015
August 2015
July 2015
June 2015
May 2015
April 2015
March 2015
February 2015
January 2015
December 2014
November 2014
October 2014
September 2014
August 2014
July 2014
June 2014
May 2014
April 2014
March 2014
February 2014
January 2014
December 2013
November 2013
October 2013
September 2013
August 2013
July 2013
June 2013
May 2013
April 2013
March 2013
February 2013
January 2013
December 2012
November 2012
October 2012

Paperless Filing - How The Backend Works

9/9/2013

 
Picture
I recently extolled the virtues of going paperless for your record-keeping.
What I didn't talk about was how you handle the backend of things, where do all these electronic files reside so that you can access them. 

The traditional way was to buy a server, set up a local network, connect all your computers to the network, and file everything on the server. To go offsite you, set up a virtual private network on your server that you could log into from anywhere there was Internet access. (This could get tricky.) $10,000 would get the job done, and it would last seven years with a $1,000 or more per year in maintenance and updates. Only large firms need or can afford this solution. 

Dropbox (or similar) is the new 'cloud' alternative to having your own file server. Dropbox is free for up to 2GB of storage and can be increased to 18 GB by getting friends to sign up too (500MB per referral). 2 GB might be enough storage for your work in progress unless your files include a lot of pictures and video. In any event you may be able to stay in the free arena indefinitely if you archive inactive files in Evernote. See the Evernote discussion in Part 2.

You use Dropbox just the same as a file server. Once installed it shows up in your file folders, where you can set up sub folders as you like. Wherever you are, if you can get on the Internet even by 3G, you have access to your files. Smart phones and tablets work the same except access is through the Dropbox app. Or you can get access through a web browser on any computer. The first time that you access a drawing on a constructions site with your phone, you will catch yourself smiling.

It is easy to share folders or files. Folders and sub-folders can be arranged the same way you are accustomed to. You can search your files, too, to find what you need, but I find a strong folder structure works best. Dropbox isn't the only choice. It is just the one I use and am most familiar with. Other Cloud services that work similar to Dropbox are Microsoft SkyDrive, Google Drive, Box, Apple iCloud or SugarSync. The list could go on.

While technically your cloud data is safe and backed up, I have a 1 Tb hard drive security blanket that also holds everything that is on Dropbox. Your computer's hard drive might work just fine.

Another piece of equipment that you might need to be paperless is an all-in-one printer/copier/scanner - forget fax. People are still going to send you paper, but you don't have to keep it. Scan it and file it away. You could use your phone's camera for this. But eventually you will tire of photographing multipage documents, getting the documents to lay flat, and illuminating them evenly and brightly.

One last thing to consider, if filing all this digital stuff is a group activity, is an old-school paper attachment or coded directions for filing. This way you can indicate where you want something to go without being the person who does the scanning and filing. Or at least batch up the scanning/filing until you are in the mood. I found that a handwritten coded instruction works very well, often written on a post-it so the original remains pristine. "S/F-FAX/backstage" is an example. This 'says' to Scan and File the document in the Fine Arts Expansion project folder in the 'backstage' sub-folder. This code only works if you know the file folder scheme by heart. Otherwise you might need to paper clip a completed filing checklist to the document.

In the next article, I will discuss how Evernote fits into the paperless process, and will give you some solutions for Individuals, Small Teams, and Big Teams.


Comments are closed.
    Resources

    Start Here

    Ochre Bookkeeping App

    Thank You for your donation

    Trello-PM

    FeeCalqs3

    Financial Model Workbook

    OFFPLAN

    Drywall Details

    Terms of Use
    Your use of Architekwiki is implicit agreement with the 
    ​
    Terms of Use.

    RSS Feed


    Archives

    July 2022
    June 2022
    May 2022
    April 2022
    February 2022
    October 2021
    September 2021
    August 2021
    June 2021
    May 2021
    February 2021
    January 2021
    December 2020
    November 2020
    October 2020
    September 2020
    August 2020
    July 2020
    June 2020
    April 2020
    March 2020
    February 2020
    January 2020
    December 2019
    November 2019
    October 2019
    September 2019
    August 2019
    July 2019
    June 2019
    May 2019
    April 2019
    March 2019
    February 2019
    January 2019
    December 2018
    November 2018
    October 2018
    September 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    June 2017
    May 2017
    April 2017
    March 2017
    February 2017
    January 2017
    December 2016
    November 2016
    October 2016
    September 2016
    August 2016
    July 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    August 2015
    July 2015
    June 2015
    May 2015
    April 2015
    March 2015
    February 2015
    January 2015
    December 2014
    November 2014
    October 2014
    September 2014
    August 2014
    July 2014
    June 2014
    May 2014
    April 2014
    March 2014
    February 2014
    January 2014
    December 2013
    November 2013
    October 2013
    September 2013
    August 2013
    July 2013
    June 2013
    May 2013
    April 2013
    March 2013
    February 2013
    January 2013
    December 2012
    November 2012
    October 2012

Picture

Picture
VISIT ARCHITEKWIKI'S RESOURCES
​
START HERE
ABOUT
SIGN UP
TERMS OF USE
Architekwiki | Architect's Resource | Greater Cincinnati 
© 2012-2022   Architekwiki​