05-29-2020, 01:43 PM
More talk from here: http://forums.macresource.com/read.php?1...sg-2479168
Matt and I were talking about possibly using something “live” such as Slack or Teams as a repository of linkable documents. While I can sorta see how they may be adapted for that, any link repository still needs to be an actual interface such that docs can be added, downloaded, deleted.
The other idea was build an index (Word or PDF file) but maintaining that would just be more of the same challenge. You could search for titles faster than doing on a shared network drive, but that latter allows us to additionally search within the actual docs if we don’t know what the filename is. None of that sounds like it should even exist as a challenge, but I suspect what each department (meaning me, for myself) should just create and keep an index file for myself and to hell with the rest.
Here’s the present system:
- main folder
1) Files that talk about filing structure, procedures, old logs. Most of these are spreadsheets
2) And then the controlled docs main file
-controlled docs file
1) A copy of a spreadsheet template for each doc gets tracked
2) Folders for each controlled document (currently 131) some are obsolete, some need updating, all are numerically alphabetized into two sections, 07-xxxx and 08-xxxx ... so those numbers appear first in the folder names. It’s great if you know the doc number but murder when you don’t.
- individual controlled doc folder
1) A folder named Current Version, which will have both .doc and .pdf copies
2) A folder named Obsolete
3) that doc’s spreadsheet which includes data about who requested the change, who approved and when, effective date of revision, what the doc supersedes, a brief description of changes ... some or all may be filled in
Matt and I were talking about possibly using something “live” such as Slack or Teams as a repository of linkable documents. While I can sorta see how they may be adapted for that, any link repository still needs to be an actual interface such that docs can be added, downloaded, deleted.
The other idea was build an index (Word or PDF file) but maintaining that would just be more of the same challenge. You could search for titles faster than doing on a shared network drive, but that latter allows us to additionally search within the actual docs if we don’t know what the filename is. None of that sounds like it should even exist as a challenge, but I suspect what each department (meaning me, for myself) should just create and keep an index file for myself and to hell with the rest.
Here’s the present system:
- main folder
1) Files that talk about filing structure, procedures, old logs. Most of these are spreadsheets
2) And then the controlled docs main file
-controlled docs file
1) A copy of a spreadsheet template for each doc gets tracked
2) Folders for each controlled document (currently 131) some are obsolete, some need updating, all are numerically alphabetized into two sections, 07-xxxx and 08-xxxx ... so those numbers appear first in the folder names. It’s great if you know the doc number but murder when you don’t.
- individual controlled doc folder
1) A folder named Current Version, which will have both .doc and .pdf copies
2) A folder named Obsolete
3) that doc’s spreadsheet which includes data about who requested the change, who approved and when, effective date of revision, what the doc supersedes, a brief description of changes ... some or all may be filled in