I’ve been working on a post about record keeping and how we went about it. About ten years ago we made a concentrated effort to leave paper files behind. One of the things that helped was that we had a pretty good digital filing system in place. At that time it was on our server, and we had a way to log in remotely to access the files. Later we moved the whole contents of our server to Dropbox. That was cheaper and access was even better - any browser, smart phone or tablet could have access. Our server access by comparison was limited to certain computers, clunky to access, problem-prone and expensive to set up, change and maintain.
Back to my point, the key to depending on digital files is being able to find them. So we mimicked our project binder system so there would be instant familiarity. Then we added Admin, Finance, Business Development and Office Standards to round out everything we needed to file. So this is where the sharing comes in. I thought I would put the structure out there while I work on the rest of the article. Below is what it looks like.
This image can be enlarged by clicking on it. You can also download a text file of the file folder layout here.
Since we dreamt up this system, I would be shocked if some of you don’t have a better way of filing. Tell us about it in the comments.