Document Filing Systems

[kingc95]

Is this considered sharp?

Can we add virtual filing systems onto this study guide? Seeing students struggle with directories and understand where their files are makes me feel old, and is surprisingly prevalent.

Started from this post as suggested by @Peter_Johnson in his reply, but in general how does your team handle organizing all of your documents?

@Peter_Johnson

A new thread would be best, but while hierarchical structure makes a lot of sense for things like source code, for general documents I think either search or tag based makes more sense. I’ve always found it hard to figure out a good flat (physical filing) or hierarchy (directory structure) for documents that can be usefully found via multiple routes… some examples are things like music (do you do folders/subfolders by artist? year? genre?) or even bills (do you go by month or by company?).

Below is a word document we use. All of those folders are in a shared Google drive the team members access. This is our first year trying this system out, but if your team has a similar system or something entirely different please talk about it here. I’m curious what everyone else does and what tips and tricks people might have. I think our system is a bit overkill but it guarantees you’ll be able to find stuff, especially with footer codes.

FA23-OD-01_DocumentCodingGuide_V1.0.0.docx (15.1 KB)

[Alexwins]

6709/“Game Name”/“SubTeam”/files go here

E.G. /2023-2024 Crescendo/Marketing/Video Script

On the root of our drive we also have folders for eternal documents,Coach/mentor specific folder, and a media upload folder for students not on media to quickly upload photos from their phone.

All of this on a shared drive with all team members

[Jimmyy]

our team has a CAD parts /document naming guide

Parts Coding System

[kingc95]

Because Lynk is your username I’m guessing the users name is the first letter in the code, is it always one letter? What if you have a Jimmy and a Joe?

[Jimmyy]

oh lol no
Lynk is my team’s name lol, i just have Lynk under there as a placeholder until i find something
my name is Jimmy

[Ankur-Raghavan]

We have a shared google drive to store all the google stuff (docs, sheets, slides). We ran into an issue with the size limit (~100 GB), so we made another one for the raw photos and videos to be uploaded. We also have an archive one with the data from before 2021.

Inside our main team drive is a folder per year, so we are currently working in the 2024 season folder. Inside that, we have folders per sub-team/activity. We also have a chairman’s folder outside of any particular season with all of our submissions for each year. This is shared with everyone on the team, but most people can’t delete or move files.

Folders

Not all of these are used

In our Raw Footage drive we have it broken down by activity and year to make it easy to get the photos. This is only shared with the people who need it, but anyone can have access.

Finally, we have a leadership-only shared folder that we use for our leadership meetings, and for anything that we don’t want the general team having access to.

We use onshape for CAD and GitHub for code, there are probably better tutorials on setting those up elsewhere