File Organization

[LCampbell5338]

Hello,
My co-workers are the most unorganized designers. We are currently going to revamp the whole file structure and I was looking for some suggestions. We have several new projects as well as a numerous amount of ones that get updated either yearly or monthly.

Nothing sucks more than spending my time looking for previous files to update, change, etc. How do any of you name your files? We are thinking of giving each client a set of numbers, with an abbreviation for the type of project followed by date and either the initials of the designer that last edited it. Thanks for the suggestions, we need help! :mad:

[CkretAjint]

We use job codes here at work and it works so well that I adapted the same set up at home for my freelance clients. We use a code like "ARU.01.08.01"

ARU = Department, in this case ARU stands for our resort in Aruba.
.01 = The month the job was opened, January.
.08 = The year the job was opened, 2008.
.01 = The order the job was opened, in this case it would be the first job for Aruba in 08.


or "BPS.05.07.72"
BPS = Department/Client, Bass Pro Shops
.05 = Month, May
.07 = Year, 2007
.72 = Job number, the 72nd job for BPS in May of 2007.

Everything is then listed on our server by client, "ARU", "BPS", "RMA", "TRA". Then all the jobs are listed within those jobs under the job codes. If you keep decent records of jobs and their codes it makes looking for them SUPER easy. Just looks for "ARU010701" instead of "Aruba site plan redraw with revisions".

:)

[captain spanky]

on the server we have a 'design' folder. Inside we have a folder for each of the designers. Inside those, there are folders for 'Print' 'Web' & 'Other'. Each project is saved inside it's own folder entitled something like:

HB25-105_BMWprogramme

HB=client (Hazel B.)
25=Hazel's 25th project
105=the office location no. (they all have internal codes instead of different addresses)
and the job title as obvious as possible.

We decided not to include the date in the name as that info is already stored within the files info in list view.

all images etc required for each job are located in a central 'Images' folder within the Server root (same as the designers folder)

if we have a major ongoing project or a regularly updated one, it goes in a 'large projects' folder in the same location as the images and designers folders.

if someone is trying to find a job by another designer, they can easily search either by client, project no. location, project name and of course date etc.

[The_Black_Knight]

Whatever system you wind up with, I hope that the directive to follow that system comes from someone high up in the structure that can threaten someone's job if it is disregarded. If you don't have someone that can say, "Name the stupid files correctly so that we don't spend time looking for them or you're fired," then it can all fall apart very quickly. In my personal experience, designers are TERRIBLE at following any kind of work structure without strong enforcement.

ETA: Make sure you come up with a good version system as well as job code system. I absolutely HATE sifting through files named stuff like "Client Logo.eps," "New Client Logo.eps," "Old Client Logo.eps," "New New Client Logo_FINAL.eps," "Old NEW Client Logo_Rev2_FINAL.eps," etc., etc.

[WannaBrie]

I am sole inhouse here, so I use a simple numeric system. (I use it at home as well. starts with 001_jobname_yr. At home since I have other clients, each client folder has a number along with thier name ie 001_LostArts, then within each client folder the jobs are numbered as well, 001_LA_bc_08. Hope that helps, but like TBK said, it absolutely MUST be enforced. Also helps if you put the job# on each printed piece (always in same place-say lower left corner and in 5pt type).

[CkretAjint]

Also helps if you put the job# on each printed piece (always in same place-say lower left corner and in 5pt type).

We do that too, right after the disclaimer. "TRA.06.07.05 10M 10/07" — Job code, how many were printed (10,000), date it was sent off to the printer (October 2007).

Then when the client comes to you with the piece that was printed 2 rounds ago and says "print this one, not the newer one" You can tell what it is pretty easily and not dig through hundreds of files searching for days!

[Craig B]

We're inhouse with three traffic people. Our hobs are numbered and stored in an old networked job tracker database.

We revamped it in around 2002 or 2003.

Anyway, our jobs are labeled as such.

2GCJH134
7GCLL1431

The first number (7 or 2) refers to the year 2002 or 2007. The GC is our group name abbreviation (to not confuse our system with any other group) the next two letters are the initials of the traffic person who opened the job (JH for Janet H, LL for Linda L, etc.) and the last numbers are the order in which the job has been opened throughout the year.

Once again, all of that is stored in a database, so we can search by traffic person, client, year, etc.

We don't have as rigid of a system for individual designers, but we should. But we're all pretty organized. Within the main job folder we have any source documents (in a "source folder" usually) and then we have the job separated into deliverables (brochure, booth panels, tshirt, etc.) Then each folder contains the source file and any supporting files (fonts, pictures, logos, etc.)

Finally, most jobs (depending on what they are and the physical dimensions of them) have that job number appear on them, so that if someone has the physical brochure, CD, etc. it has the number where we can search through the system and re-access it.

The bottom line is everyone is different.

Think through what info you need as your job number. Think through all the possible jobs you might work on and how it would work with each job. Think through how the organization should occur. What works for one might not work for another.

Basically, as long as you come up with a system and stick to it, you should be fine.

Personally, with files I work on I always keep revisions and add a v1. v2. v3 to the end of the file so that if they ever want to return to an earlier version, it's easier for me to find. Once the job gets finalized I may archive some of the previous versions in a folder in the job folder called "OLD VERSIONS", but I usually trash them. It just depends on how well you know that client and whether or not you think they'll need to dredge up previous versions of work.

That's probably more than you needed.

[Virgo Nightingale]

Our system is fairly loose. It starts with a 5-digit project number, then the rest is up to us. We're all pretty good about including some kind of abbreviation for the client, then a very short description of the project. For instance: 28686_BE_ApplWB.qxd would be a Quark file for project #28686, which is for [a cosmetics company whose initials are BE – can't really give name ;)]'s makeup application workbook.

[garricks]

We use Studio Manager software to manage our jobs. It assigns each job a Job ID (a three-letter Client ID + a 4-digit Job number). There's a separate Client ID for each facility we do jobs for (I work for a health care system). The 4-digit Job number is sequential and unique. We have a local, dedicated server. It has a folder for each facility. We name the job folders with the Job ID first, then the Job Name.

You look up the job in the database first, then go to the server to retrieve the files. It works for us. when you look up the job in the database you have access to the specs and Job Brief, plus a slew of other information.

Hope that helps a little...

[budafist]

We couldn't get by with 3 letters to represent a client. We have too many clients with similar names. Eg. Glenfield Rugby Club, Glenfield Womens Rugby, Glenfield College Rugby etc. Our client files are always in full so that there is as little confusion as possible.

[garricks]

buda, I see what you're saying. We have about 25 facilities, so it's easy to use a unique 3-letter code.

We also put the Job ID on each printed piece along with the month and year printed. That's one of the most important parts, actually. When someone comes to us for a reprint or revision we can find the most current copy of the job in the database.

Craig is right, every shop is different.

[budafist]

Oh yeah, if you only had 25x3 letter codes that would be fine.

I work in a print company so we would probably have more things to file than a design studio - studios tend to have several main clients whereas we print and design for regular clients as well as 1 off clients off the street.

I haven't counted, but I estimate 1,500 to 2000 client folders on my computer based on the alpha files we have here (averaging 50 to 100+ clients per alpha).

[mkb.aus]

At work (a design and print company) we have a similar structure as buda, with over 3,000 regular clients we save all files to our server on RAID storage (for redundancy). Each client has a folder (full company name), then a folder with the assigned work ticket number for each job. then a folder for client supplied files, our internal 'work in progress' files and another for final artwork.
ie.
- Company Name
- WT123456
- Client Files
- WIP
- Final Art

It can be a bit tedious but it works an we can easily find the artwork and know where we're at.

[eriual]

Everything we do is internal so I don't use client names. I name my files like this YYMM####-Short Name. For example "08010021-HowTo" for a project that is opened in Jan 08, is the 21st project of the fiscal year and named "How To."

With in this directory I usually have 2 folders
1-Layouts: For design files
2-Proofs: For pdfs/jpg that clients can open without special software (because this is on a share drive)

Then with each interation I send to the client I add p1, p2, etc for proof 1, proof 2: 08010021p2-HowTo

If the project is finalized I try to put the final pdf on the top level of the directoy and rename it to which ever proof it was + an f: 08010021p2f-HowTo

I keep all of these job #s in a spreadsheet with information on who asked for it, what date it was requested, what date it is due, what project (if any) its associated with.

This has been working well for me for most print designs but now I might have to rethink this for website designs.

[CkretAjint]

Oh yeah, if you only had 25x3 letter codes that would be fine.

We have 93 here at work!!! :eek: