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Storing (hoarding) engineering information
2

Storing (hoarding) engineering information

Storing (hoarding) engineering information

(OP)
As Engineers we have to refer to lots of different types of information to do out job.  To make this easier for myself if I find something useful I copy it and file it.  I also write little aide memoirs on scraps of paper such as calculation methods, theory stuff, formula derivations etc.

Now, I keep all this stuff in big four ring binders but the problem is I have got to the stage that I have so many of these things it is  becoming cumbersome (I have seven on my desk at the moment and the same again in a cupboard to my right).  I moved into the modern world and bought an external hard drive which I now use to store useful documents to avoid printing them out.  That now has 12000 files on it which has its own problems such as finding what you wanted.

My colleagues do similar things but not to the same extent as me.  Incidentally I also hoard stuff at home on the basis it might come in useful some day.

Does any one else do this sort of stuff or do I have OCD pc

RE: Storing (hoarding) engineering information

I hoard relatively little.  I have my ready references for things that I use often and can put tabs on the proper sheets to quickly flip to it much faster than I can find it in an electronic copy.  However, I do keep an electronic copy of it just in case.  

The stuff I use every now and then, is also kept as an electronic copy, as I can develop a familiarity with it over time.  However, everything else that I use once or twice, I pick up from the internet as needed.  I have to think that at some point in the hoarding, finding something obscure on the hard drive would be just as tedious as finding something obscure on the internet.

RE: Storing (hoarding) engineering information

You say OCD like there's something wrong with that.

RE: Storing (hoarding) engineering information

(OP)
No offence meant, I was simply implying that my gathering of information might be a little obsessive.

RE: Storing (hoarding) engineering information

Your "problem" isn't the obsessive information gathering it's the lack of using a good filing/categorising system.

cheers

RE: Storing (hoarding) engineering information

I do hoard information, and am trying to move over to electronic hoarding.  If you have problems finding information, try Google desktop to give you a search engine for your own archive.

RE: Storing (hoarding) engineering information

Exactly what I was about to suggest. Brute computing power avoids the need to retroactively set up an intelligent filing system.

I think brute computing power will one day replace intelligence altogether, but that's probably worth another (long) thread.

RE: Storing (hoarding) engineering information

I have my personal "library" of technical articles, design examples, design information, licensing information, PDH's, etc. in vertical hanging files.  I have two file drawers completely full of this sort of stuff.  Hanging files take up far less room and are less cumbersome than three ring binders.  Three ring binders also take up precious horizontal surfaces.

One of my mentors when I was younger had such a system and it was organized per the the MasterSpec numbering system.  Mine is more random than organized, but I know more or less where everything is with a minute or so of looking...   

RE: Storing (hoarding) engineering information

Use a database (Access) for anything new that you save with decent (by decent I mean searchable) descriptions. Also anytime you use one of the old references, add it to the list. You will find that over half of the stuff you save will never make it to the database, because you won't use it again.

RE: Storing (hoarding) engineering information

Hire a junior engineer and make it his duty to find your information on an as needed basis.  

RE: Storing (hoarding) engineering information

sbozy, at least make it a technical clerk, engineering degree preferredsmile

I try not to hoard a lot, bad thing is I have to frequently re-invent the wheel as it where.

So I say hoard away just come up with a decent filing system, if nothing else by topic.

KENAT, probably the least qualified checker you'll ever meet...

RE: Storing (hoarding) engineering information

If it's electronic, put it on a share for all to use. If it's your personal book, put your name on it and have a check out form at your desk.

Chris
SolidWorks 07 4.0/PDMWorks 07
AutoCAD 06
ctopher's home (updated 04-21-07)

RE: Storing (hoarding) engineering information

The objective of "hoarding" info (on paper) is to be able to get to the right info quickly when the need arises.  Just like having a nice directory structure in Windows Explorer, categorize your paper documents and order them in your own logical sequence.  Make good use of tabbed section dividers for broader subjects, colored Post-It flags for specific topics.  Most importantly, create an index at the beginning of each binder with heading and sub-heading and maybe with a brief description.  It is a good idea to have these as an MS Word file as you will be adding and moving portions over time.

At least this works for me when I actually find time to organize every other year or so.

Also, it is a good idea to go through the binders occasionally to remove any duplicates, obsolete info and stuff you didn't use for a few years.

RE: Storing (hoarding) engineering information

I used to have a clear pocket folder full of commonly used items for each major material. About 20 sheets or so for each.

Very useful for quick reference.

Then I changed country and you Americans use weird paper sizes, so I havent bothered.

csd


RE: Storing (hoarding) engineering information

If it is electronic - back it up - REGULARLY.

I lost about two years of electronic references and information a couple of months back. No direct work files thank goodness. Will take me awhile to piece it back together.

Worst is I thought I backed it up but can't find the backup CD.


RE: Storing (hoarding) engineering information

If I were to pile up my books and three-rings binders, it would be about 40'; throw in another 3 feet for plans; add in about 1,200 electronic files (3.7 GB) of articles, books, etc.

I guess I am a bit of a hoarder. It's all useful only trouble is I often forget what I have.

RE: Storing (hoarding) engineering information

I just realized when I read this that I have started to do this too. I am right now looking at a 2 1/2" notebook that is almost full sitting on the corner of my desk...

David

RE: Storing (hoarding) engineering information

Truth is, you probably need only 10% of the stuff you've accumulated until you retire, if that.

Just remember how many references you took to the PE exam and how much of it (in number of pages) you actually used for the exam.

RE: Storing (hoarding) engineering information

whyun, the problem is how do you know which 10% you will need in the future?  

Maybe I should just go through my saved papers and keep every 10th page. smile

RE: Storing (hoarding) engineering information

The 10% you will need in the future is the stuff you use 90% of the time.  The remaining 90% of the stuff, you may use 10% of the time, or maybe never.

RE: Storing (hoarding) engineering information

I do have problems accumulating too much stuff.  One thing that helps is to realize that if you can't find it, you might as well not have it.  So when you sort through your stuff, anything that you didn't know where it was, might as well be tossed.

RE: Storing (hoarding) engineering information

When I started working I started a collection like this too.  But now I usually just use google, or even eng-tips, to find what I need because it's usually faster.  I've stopped collecting and printing my information and started bookmarking and saving the pages instead of making my own notes.  There are some sites that are so important to me that I print a copy just incase and I always save a PDF if possible.  

I definitely have more PDF's than anyone in my office, but I still question how useful they are as google is so quick and easy and usually the first place I go for info.  

To help organize my files, I make notes in my reports and spreadsheets so I know exactly where I found my information.  This helps cut down on searching time when I need to go back and provide reference or review what I did.  

RE: Storing (hoarding) engineering information

I started 20 years ago and am glad I did, because, as they say, your memory is the second thing to go. After a while I either scanned everything or put it into Word, then I organized it with table of contents. I keep it on one of those little removable drives that you can carry around. It is too much for notebooks.

One word of advice: if you keep anything of value on the computer, back it up and keep the disc somewhere else. My house was broken into and the computer stolen, with the 20 years of work. Fortunately it had just been backed up.

RE: Storing (hoarding) engineering information

Collecting a large repository of knowledge is as old as engineering itself. Think library.

Yes, I do also collect stuff. I am not trying to cross reference my collection so that I too can search and find the information that I need. Unlike many above, I don't even know what I have. I usually discover stuff that I have when I am looking for something else - hence the starting of cross refencing.

"Do not worry about your problems with mathematics, I assure you mine are far greater."   
Albert Einstein
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RE: Storing (hoarding) engineering information

"I used to have a clear pocket folder full of commonly used items for each major material. About 20 sheets or so for each."

csd72 When I started reading that I read pocket protector rather than folder and had a nostalgic moment...

"Why don't you knock it off with them negative waves? Why don't you dig how beautiful it is out here? Why don't you say something righteous and hopeful for a change?" Oddball, "Kelly's Heros" 1970

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RE: Storing (hoarding) engineering information

I do a similar thing Ussuri.

It started when I collected code extracts, useful formulas etc and bound them in A5 books for each of the different structural materials.  (I was advised to do this as part of my preparation for the IStructE Chartered Membership Exam.)

I passed this exam a little while ago, but I've not got out of the habit of collecting 'useful' information - I now have a desk and attic full of the stuff !!

RE: Storing (hoarding) engineering information

Only 12,000?  You must not have been hoarding very long winky smile.

Running Properties on my small external drive, as a I type this, just finished at 85656 files.  That's including a truckload of zipped files and NOT including a whole bunch of files at home.  

Sadly, I dumped all my hard copy IEEE mags.  HDs are great, since you can hoard SO MUCH in so little volume!

TTFN

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