File Alphabetically & Flat files
I started out with filing by AOF and it was a disaster. Now I just file absolutely everything in a single set of flat folders alphabetically. There are a few groups that end up being together because of how I name the folders. The only exceptions are 2 sets of folders for 2 organizations where I am an officer. I keep them each in a separate file cabinet drawer and the folders are also a different color. Within those groups they are also alphabetical.
Originally Posted by Suelin23
For my electronic filing I am slowly chunking through the backlog and setting up the same structure. 1 big file cabinet folder with 1 or at most 2 layers of folders within it for electronic documents and for my portable electronic filing the same flat structure in DEVONThink that I carry on my iPhone and iPad. Folders within folders are a problem. Electronically I can see 2 layers being reasonable but once I get that third layer of folders I have problems unless it's clearly a reasonable way to file those things. Right now my only things that have 3 layers are pictures and a few folders for equipment and software. So I have a folder within my reference file cabinet folder called Oogie Pictures 2012 and within that are folders for each day. My camera automatically makes those folders and it makes it easier to find a given picture that way. Anotehr example of 3 folders is an equipment file for a hard drive where I have within that a folder that contains all the utility SW that came with it. But generally I try to stick with a single flat structure as much as possible. I also have a single folder that is the electronic "cabinet" for each of the organization's electronic files.
I am also using DT's indexing features so I can carry an index of the items in my electronic system so when I am searching I have one place to look for electronic things and one place for paper things. Makes filing and finding again very easy.
Sounds to me like defining and re-thinking the filing system is a higher priority project and needs some thought sooner rather than later.
I'd create the folders for a project that has sub-projects with names like "project - sub-project" that way an entire project will sort alphabetically together but you have a single flat file structure. I did that for some construction projects so I had folders names "208 3rd", "208 3rd - Electrical", "208 3rd - Painting" and "208 3rd - Plumbing"
The general stuff was in the first folder and the others were right behind it so it was easy to both file and find something when I needed it.
Oogie McGuire - Mac, iPhone & Omnifocus
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Paonia, CO USA