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File Structure and Management
Hi
Been thinking a lot recently about the way we store our files on the server and the structure of the filing system we often have a lost (misfiled) file – normally found in the end but after lots of heartache wonder what system- structure- method everyone else uses especially if you have multiple users accessing the same files.
Colin
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8 Replies
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well our structure is a folder on the mirror raid on the server called [artwork]
then d:\[artwork]\[customer name]\[job name]
we also have another folder for the cheapo or going no-where jobs
d:\[artwork]\aa small jobs\2009\[job name] -
I save files under date order.
The directory structure I use is as follows:-
C:\clients\year\month\client name\filename
e.g If today I was saving a file in a directory for a company called UKSB the directory structure would be as follows:-
C:\clients\2009\September\UKSB\filename
Using this system means that I only have to back up the current month to keep an up to date backup of all my work (since previous months are already backed up).
To find a file I only need to look at my accounts package to determine a date when a job was last done – I can then find that file by navigating to the year\month\company.
I now have over 13 years of files stored and by cross referencing with my accounts package I can easily find any file.
It may sound complicated (but isn’t) and it works for me
😀
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"customer" directory on mirror raid also with backup removable drives.
then sub dir A B C etc.
regular customers there own sub dir under there name.
appears to have worked well over the last 4 years.out of interest is there a max number of files allowed with in a dir.
chris
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I would go with Phils method.
We are currently using
C:\Customer\JobNumber
It allows us to see all the job folders for a particular client but it does not let us easily backup and archive off old files.
Might have to change it at the end of the year.
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I have folder -work – abc etc and regular customers will get a sub folder from that letter. I also have a misc folder for the one offs. The file name will be what the job is ie swb transit 2009. At worst a search for transits would find it. Backup is then just copying the work folder and sub folders.
Alan D -
Currently using
/clients/year/name/filename
As yet I dont have a massive client base, therefore can find most things easilly, but by throwing in the year it does make back-ups simpler (simples!!) As Phill also mentioned everything can be quickly traced through the accounts software as this currently runs back 3 years.
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Similar to Phill and Graeme,
Job / Client / Month / Year – backed up in Time Machine on my Imac to an external hard drive on a regular basis automatically so no need to even think about backing up manually.
Searching is dead easy in Spotlight and I can also search my Accounts software for a particular job / date etc.
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Thanks for all your input
I currently run 2 main folders Enquiries and contracts
When an enquiry becomes a job we transfer the files across
and under each folder we then file as
01 client (the 01 helps us to keep in running order ie 01 would be the beginning of the year and 50,001 wishful thinking ! would be the end of the year)
/job
/artwork or /quotations
Was great when I worked on my own but as we grow i see more misfiles so time for a change I think
Colin
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