Suggestions for archiving scanned files
Suggestions for archiving scanned files
(OP)
Good Afternoon,
My firm is going through a process to scan and toss paper files. I know there is plenty of debate surrounding this topic, however, I'd really like to focus on the question at hand versus the debate of whether or not this is a prudent practice.
We have a lot of drawings that could really be filed in multiple places, so I wondered if there is a program that allows "tagging" of the files and then searching for tags. For example, I use Evernote quite a bit and it will let me take a note that I create (whether it's a picture, a text note, a pdf, a webpage, etc.) and attach "tags" or ideas to it. So, I might have a note that contains design criteria for a pump station in Town of Sewerville. So, I might tag this note with the following: "sewer" "pump station" "design guides" & "Town of Sewerville." Then, when I search for the tag word "sewer" this note and all other notes that I've tagged with "sewer" will populate the list.
Likewise, we have a lot of documents and plans that we've scanned which aren't necessarily associated with any particular project, but might be useful in varying instances. So, I'm looking for a good way to organize this electronic data, while harnessing the power of a computer. What are your suggestions?
jartgo
My firm is going through a process to scan and toss paper files. I know there is plenty of debate surrounding this topic, however, I'd really like to focus on the question at hand versus the debate of whether or not this is a prudent practice.
We have a lot of drawings that could really be filed in multiple places, so I wondered if there is a program that allows "tagging" of the files and then searching for tags. For example, I use Evernote quite a bit and it will let me take a note that I create (whether it's a picture, a text note, a pdf, a webpage, etc.) and attach "tags" or ideas to it. So, I might have a note that contains design criteria for a pump station in Town of Sewerville. So, I might tag this note with the following: "sewer" "pump station" "design guides" & "Town of Sewerville." Then, when I search for the tag word "sewer" this note and all other notes that I've tagged with "sewer" will populate the list.
Likewise, we have a lot of documents and plans that we've scanned which aren't necessarily associated with any particular project, but might be useful in varying instances. So, I'm looking for a good way to organize this electronic data, while harnessing the power of a computer. What are your suggestions?
jartgo





RE: Suggestions for archiving scanned files
RE: Suggestions for archiving scanned files
Hydrology, Drainage Analysis, Flood Studies, and Complex Stormwater Litigation for Atlanta and the South East - http://www.campbellcivil.com
RE: Suggestions for archiving scanned files
RE: Suggestions for archiving scanned files
I would set up a system with the state, then the client name and project number and plant the project related files under the project number. For the common files, I would put them in a useful place where it's easy to remember where they are. If they're survey information for Sewerville, put them in the Sewerville Folder (see above), but not under a project number, under General. If they're state related information, like details, put them under the state.
As far as having interns do your set-up, we tried that and are still paying for it. Like having 20 volumes of design notes with the same title. This is important and needs motivated people, not ones who are leaving in three months. Don't cheap out.
RE: Suggestions for archiving scanned files
Dik