Thank you very much, Bill. That was a great response and your wisdom 
shines through. 

We use color-coded end tab filing, but not terminal digits - I'll look at that. 
I set up a spreadsheet but was lacking a unique identifier (except 
SharePoint DocID of course, which I do not want to file by!)

Much appreciated.
Sharon


On Fri, 29 Jan 2016 17:48:14 +0000, Roach, Bill 
<[log in to unmask]> wrote:

>>>Both. I've got hardcopy and electronic records.<<

>I would suggest a simple sequential numbering system where a unique 
number is associated with each contract.  Think 10,001, 10,002...

>To ease your paper filing burden, use color-coded end tab folders with 
terminal digit filing.  Doing so will help you quickly identify misfiles and 
virtually eliminate the continual shifting of files required when files are 
stored in numeric order.

>Keep track of the data associated with each assignment in a spreadsheet 
or small DB stored in your SharePoint site.  Organize your SharePoint 
content using the unique number as the primary identifier for the file, with 
additional metadata included for three key areas:

>What is it:  Document type (no more than 6-10), Document 
title/description,
>What does it relate to:  Contract number, Vendor, Contract Purpose 
(think software, staff, or office furniture)
>Date:  The date the material was created (internal) or received (external)

>Train the users and enforce the training.  If you want to get a bit fancier, 
you can link the upload process to your DB auto-populate the metadata for 
uploaded docs.

>In closing, remember that just because you can, doesn't mean you 
should.  There are lots of fancy things that can be done and your developer 
or users may ask for a variety of special or exception processes.  While 
many may seem like a good idea at the time, every customization adds at 
least one more point of failure and additional complexity to maintenance.  
Over the years I have come to believe that keeping things as simple as 
possible is likely the best long term approach, best for you, users, and 
those that will request information into the future.

>My goal is always to make storage and access as simple as adding or 
locating content to your local public library.

>Good Luck, Bill

>Bill Roach, CRM

>Opinions are my own and not those of my employer or any other 
individual or entity.
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