Snip >
-----Original Message-----
From: John James O'Brien [mailto:[log in to unmask]] 
Sent: Tuesday, February 19, 2008 9:03 PM
To: [log in to unmask]
Subject: Re: [RM] Paper & Electronic Filing

Further to the discussion,  some observations on "Big Bucket" versus the
generally undefined alternatives ;-)

<  Snip


I'm glad this topic is getting some traction. I thought I was going to
have to mention the NFL or politics to get more people to respond.

I think one of the many reasons users think differently when  being
asked to help develop a file plan in paper vs. electronic is that a
paper file plan is linear: you go down the page and put things in some
logical order IAW the process you are documenting and the documents that
process shakes out. But the screens in a network folder setup are two
dimensional, having both breadth and depth, and give more opportunities
to more closely represent to project or process. And consequently, more
choices (and opinions/preferences) on what the arrangement should be.

In our projects we could arrange by document type or by department or by
phase of the project. Other elements include "subject" and potential
outside participants, whether consultants, contractors, or regulatory
agencies. My first problem with our current network folder is that there
is often a mixture of many of these types on the same screen. You might
see folders for document types, departments, and subject on the same
screen, which I believe causes confusion.  I would at least like to make
every screen uniform in terms of the types of selections, i.e., all
document types (meeting minutes, contracts, etc.) on one screen, phases
on the next, etc.

In my observation, the more layers of screens you give people, the less
likely they are to take the time to file their document in the correct
folder if it is in one of the deeper layers.

Agreements? Disagreements? Observations? (Don't make me put a comment
about the NFL or politics in here.)

Gary Link
Pittsburgh, PA

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