CivilStructural.com.my 25 Aug 2013
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Computer files management (Beginner)

Now days computer has been become a need in daily life. Every people is using computer. It ranges from children to senior citizen. It has been good help in business. Every day, consulting engineer firm need to prepare a lot of letters, documents and drawings. Sending of drawings through email has become a common task. Architect send new or revised drawings through email to all parties such as civil and structural engineer, M&E engineer, quantity surveyor, surveyor and developer. Or other parties send email back and vice versa. As a result, there are a number of drawings sending in and out. How to proper manage such of drawings. Below are some guide lines for you to manage your files.

In computer, you have to provide some folder or directory to store drawings. Example you can create a main folder called c:\projects. In the project folder, you can further sub divided into more folders such as c:\projects\project1, c:\projects\projet2 etc. Project1 and project2 have to use some common definition such as using project job number. For example c:\projects\100, c:\projects\101 etc. Somehow you can use some simple short term such as c:\projects\SS2 for Shah Alam 2. In the current folder, you need further to divide into more sub folders such as drawings, letters etc. Example c:\projects\SS2\draiwings, c:\projects\SS2\letters. You have to further inheritance the sub folders such as drawings folder to …\drawings\terrace houses, …\drawing\shop offices. And more to like letter folder as mention below. Letters folder to …\letters\authorities, …\letters\developer, …\letters\architect,…\letters\M&E engineer, …\letters\quantities surveyor etc.

Whenever, file is downloaded from architect. It has to save to a proper folder or directory. For example download to c:\temp. You have to investigate the belonging of file. Then transfer file to respective folder. For instance, file is belongs to SS2 project and it is terrace unit. Then move the file to c:\projects\SS2\drawings\terrace\architect folder. If the respective drawing is being amended for many times, it is good to has save it into date format such as c:\projects\SS2\drawings\terrace\270807. You can easy spot which drawing is the latest drawing. Else you will be in trouble in looking for latest drawing after some days. You can remember in first few days of file downloaded. How about you want the drawing after 2 weeks or months?

Proper files management can help you save time on searching and retrieving file. You can get it in a short while. If you do not have proper management then you will be in disaster of looking for any file. As we know civil and structural engineers are always fighting for time to serve client. There are always short of time in working. Then you may end up in looking for drawing for half a day. Therefore, it is a waste of resource.

After some time, you have to do some housekeeping work such as removing files that no longer require in folders. You need to spend some time on folder such as c:\temp. Searching through the folder, you may find that some unwanted files. Delete the unwanted files will reduce files congested in folder. Some case, your computer may share with another person. You need to work together with the person to proper manage files in sharing computer. You can work on feature offer by Microsoft Company on their operating system by introducing of user login.

Some people will thing that it is waste of time on files management. When you really spend a small amount of time on your daily work, you will feel the great output on your files management later. The above method will work fine for other business or home on computer work.
Written by scchee
Disclaimer: the above article is based on writer personal opinion on civil and structural field. It will not represent any ultimate solution of any mention subjects. Writer will not responsible for any causes arise.

Reading level: Beginner.
(Updated 23/9/07)
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