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Office Filing System + Assistant
The filing system consists of three elements:
- Contents folders which make up the
system filing tree - preferably a maximum of four levels for
complete search capability from client workstation to file
server
- Files. - documents from all softwares
of all types.
- Index. On line reference for users.
A listing of office & project document types and their
respective standard filing locations. This could be a database.
The above elements are supplemented by
the operating system and software search engines.
Find File - search on job number and series number.
Finderpop - hard disk navigation by cascading or hierarchical
folders.
Sherlock (Mac OS 8.5+ only) - document content word search.
Hard
copy and computer filing systems Differences
hard copy filing is divided by size of
media, A4 suspension or lever arch folders are not mixed with
A1 drawing negatives or print clips. Computers can order files
by the various data fields included in the file headers. Computers
list files by name in a strict sequence, they look at the first
character and sort by placing special characters at the top
followed by numbers then letters, they then repeat this process
for subsequent characters Hard copy filing conventions need
to be adapted to work effectively on computer.
Folder
naming
Folders within folders a multiple level
hierarchical filing tree can be generated. The first level designates
broad areas of activity which are usually set up as file server
volumes. Volume options often use a single letter word component
as the reference code.
File
naming
There are two main sections to a file
name - first the filing reference code which follows on from
the folder naming structure to sequentially order every file
and secondly the descriptors which give aide memoirs as to the
contents of the file
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