File Naming

[jsradcliffe]

Looking for ideas on how to name my files. Can you give me some ideas?

 

[Restrain]

I name everything as an 8-digit field based on the address. For example 127 Foxworth would be 127foxwo.

I store files by year and photo files by year and month. The photo files and sketch names are identical with the only difference the extension.

Roger

 

[Pamela Crowley (Florida)]

I use the year and month and # of the order for that year

for example, an order this month might be 0305136

an example for last month would be 0304102

an example for one next month will be 0306147

 

[Mountain Man]

Here is a link on the same topic we had at the first of the year. This seems to pop up at the first of the year as we struggle for greater efficiency. :scrambled:

http://appraisersforum.com/forum/index.php...&f=1&t=5215&hl=

 

[Ghost Rider]

I just use ACI, and rapid track.....when I started doing appraisals, I started with 00001000, and everytime I input a new order, it increases by one..........that way the file number matches the invoice number - makes things MUCH easier to post payments when they come in

 

[Em Tee]

Similar to RStrahan, we use the street address. That way when they want it appraised again next year (seems like we have alot of these), we only look up the address and add the new date after it (i.e., 123 Main St. 5/03)

 

[Doug Smith SRA]

I am spread out over southwest Montana so I file by town or city, then file by street, then number. I add year at the end. My file label adds the form used because I use an assistant and this helps with info gathering etc. The file number on the top of the report has 8 characters. The street name is abbreviated to be able to include all of the street number.

So 123 Elm Street Anaconda done in 2003 on a 1004 would be AELM1233. Then on the top of the file folder I show AELM1233/1004. The address is the only part of the job that is unmovable so to speak. I can quickly find out if I did the property before and when. If someone calls on the phone, I just need the address and can go to my software and zero in on the file by address. The file number also tells me when I did it. Since many persons are re-re-re-financing, I am doing repeat jobs and my file system takes that into account by putting the year done in the report. If towns have the same letter I revert to using the second letter of the town or giving the town a unique combination. so Deer Lodge and Dillon are DL and DI, Boulder, Butte (my primary market) and Bozeman are BO, B and BZ. If the same property is done in the same year, an A goes in preceeding the year thusly BEL123A3 for the second appraisal done at 123 ELM.

Each file has a 4X6 tag and each time the file is worked, photos added etc. it is marked with what happens to it. I do this because an assistant sets up the file, adds flood maps, types in comps etc. I staple this tag on the file for in five years or when the fle goes into dead storage , I will rip the tag off and reuse the file now having a clean file. Having the year at the top of the files guides file storage.

Works for me and that is the point. Every file system is ok if it works into your own way of doing things.

 

[Terrel L. Shields]

I use a simple system. First number is the year (3) then 001 to zzz.

First appraisal of the year is 3001.u2d or on narrative I create a directory for the year and subdirectory of 3001 with each file in the report (4-6 files)-exhibits are 3001-exhb; sales approach 3001-sale; cost app. 3001-cost, etc.

C:\2003REPORTS\3001\3001-exhb.wpd is a typical path, next year it will be
C:\2004REPORTS\4001\4001-exhb.wpd or 4001.u2d

I also keep a companion worksheet which has the number - lender, borrower, date, fee, delivery date, paid date, amt. paid, etc.

 

[Jeff Horton]

year, month, day, and customer initials.

Today and appraisal for John Doe would be
030529JD I write full name, address, client on the folder.

This method makes it simple to know when they are 5 years old.

 

[Frederick R. Ruffell]

Year, month, and # of appraisal for that month
0305-21 = the 21st appraisal order for May 2003