Be careful about creating too complex of a structure. The more involved / complicated something is, the less intuitive it will be and the less likely people will be to use it properly. I took a very quick look at the excerpt from the
Handbook, and recoiled at the 8 digit numbering system. We have a system that we set up 12-15 years ago that has stood up pretty well:
- Bidding
- Billing
- Budget & Schedule
- Construction Admininistration
- Corres
- Dwg
- Feasbility Study / Master Plan
- Interios & Finishes
- Landscape
- LEED
- Meeting Minutes
- Photos
- Presentations
- Programming
- Record Sets
- Renderings
- Research
- Specifications
These, of course, have their own sub-directory structures, but, in general, we try to keep the folder list under a dozen or so, to keep it from being overwhelming.
For file names, for better or worse, we don't prefix a file name with the project number. For anything that was sent out, serves as a record, or has versions, however, we do prefix the file names with the date, in YYYY-MM-DD format, followed by a description of the file. This helps keep the files sorted chronologically (even if somebody opens and resaves the file later).
As with any system, there are still times when somebody puts a file in a place that is logical to them, but not to others, but somehow in an office of 25 people we make it work. The only things that I try to be on top of people about are 1) the dates in front of record files and 2) putting complete / compiled PDFs in the Record Set folders of any "milestones", such as pricing sets, permit sets, drawings for approval, or anything that I may get a call about from a client, municipal official, or the like saying, "I'm looking at this file you sent me, and I have a question."
I hope this helps.
John
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John Cluver AIA
Partner
Voith & Mactavish Architects
Philadelphia PA
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Original Message:
Sent: 11-15-2011 16:37
From: Richard Hayes
Subject: file storage for easy access
The attached excerpt from The Architect's Handbook of Professional Practice should assist you.
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Richard Hayes AIA
Director, Knowledge Resources
The American Institute of Architects
Washington DC
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Original Message:
Sent: 11-15-2011 12:38
From: Jeffrey Nagel
Subject: file storage for easy access
This message has been cross posted to the following Discussion Forums: Technology in Architectural Practice and Practice Management Member Conversations .
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Is there any standard AIA or other endorsed tree structure format for filing of electronic data for architectural projects?
If so, please let me know where to access them to review them. We are a full service firm and ours has just evolved over time and is becoming cumbersome.
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Jeffrey Nagel AIA
Cities Edge Architects
Willmar MN
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