For many yrs I've scanned all my suppliers documents

 

Every yr has a folder, every supplier has folder, with a folder for del. notes, invoices(inc credits) statement (inc letters) 12 folders in each for each month.

 

 

Should I gain another supplier I have ZZBlank Folder which I cut & paste then I Rename ZZBlank Folder to Acme Alarm Suppliers or whats ever, sounds like a ball ache but save a lot of time over looking for paper files in a binder

 

I want to do some thing similar with alarm master for customers, at the moment some contracts have folders within their correspondence file but I don't have standard set

 

I'm thinking-

 

System Details, some where to place the spec or tech of the job

Finance / Legal,  their remittances /CCJ stuff (I can make this a short cut to another folder if their multi site)

Jobsheets- any paper or electronic thing they've signed

H&S - RA's Work permits or any other bullshit

Documents sent - (any letters ect)

Document received -  any bits of paper or emails that have come in?

 

Anybody doing this or have better idea ?

5 minutes ago, MrHappy said:

Anybody doing this or have better idea ?

Get a fit bird in to do it?

I also use a template for duplication tasks like that, it can save you a bit of time.

 

Best thing I would recommend to anyone storing files or folders with dates is to use ISO date format.

I also personally don't use whitespace in file/folder names, it can make file management more of a pain.

Example:

 

20190502_ADI_Invoice.pdf

 

 

As for your question, if you just want to have all these things in one folder I see no reason why that would be an issue?

Give each thing a filename format and dump them in the folder, you will be able to find what you need by it's prefix then they would be in date order.

Example:

 

1SP-20180811_Specification-Intr-Rev00.docx

1SP-20180826_Specification-Intr-Rev01.docx

3JS-20190131_Jobsheet-12345.pdf

5DS-20190405_Price_Increase_Letter.docx

6DR-20190502_Email_Complaint.docx

 

It may just me and the fact I also deal with files on a terminal, but formats like this make file management much easier as their content increases, without having a crazy nested file structure.

2 hours ago, norman said:

Get a fat bird in to do it?

 

↑ this is the plan

1 hour ago, sixwheeledbeast said:

Best thing I would recommend to anyone storing files or folders with dates is to use ISO date format.

I also personally don't use whitespace in file/folder names, it can make file management more of a pain.

Example:

 

20190502_ADI_Invoice.pdf

 

I'm sticking  with ddmmyyyy as I'm english

 

I live a GUI world so "whitespace" is something which has never caused an issue..... cause I've never heard of it

 

Your naming structure is interesting, I used to have all the suppliers documents in one folder eg ADI , keeping notes in one & invoice in another came about as its easier to look in each month & see there's 12 invoices but only 9 notes ect... 

 

The less the contents in each folder the easier it is spot stuff that's incorrect eg- CPC Notes & Invoices are different colours, so if you have BIG icons you can spot the errors without opening the files

 

 

 

We save all our docs in the correspondence folder, its easier now the engineer's docs are electronic. We originally scanned all the old customer files into AM too. Its going to be a big pita changing to a new database

15 hours ago, MrHappy said:

I live a GUI world so "whitespace" is something which has never caused an issue..... cause I've never heard of it

 

:) It's maybe rarely an issue until it becomes an issue.

Even uploading files to say a cloud platform for example, the platform would have to escape any whitespace possibly with %20 in URLs, different software handles whitespace different then you get your same files with different names and potential headache.

Everyone has there own way, I find my method suitable for GUI and CLI management I can find, sort and move data with relative ease in both.

 

I know you may find "ddmmyyyy" makes more sense, however, the more you apply a ISO style format to thing the more it makes sense and less you have to fight against computers preferring a big-endian format.

Computers mostly work with data in a big-endian format so using a little-endian format is a bit like using a flathead screwdriver to rebate a flush door contact, you could do it, not the correct way to do the job but the finish will always be not ideal.

Good advice imo ^^

 

Thanks

I always wondered what the @ etc were in the file names and had never heard of whitespace.

6 hours ago, sixwheeledbeast said:

I know you may find "ddmmyyyy" makes more sense, however, the more you apply a ISO style format to thing the more it makes sense and less you have to fight against computers preferring a big-endian format.

Computers mostly work with data in a big-endian format so using a little-endian format is a bit like using a flathead screwdriver to rebate a flush door contact, you could do it, not the correct way to do the job but the finish will always be not ideal.

 

big-endian

 

little-endian

 

 

 

 

2 hours ago, MrHappy said:

big-endian

 

I thought you'd like that.