File Naming

[Richard Carlsen]

Files within WinTotal are named by address. That makes searching for them easy.

Our internal order number is the last number of the year followed by the 3 digit sequential number of the order received so far that year.

Example: In order # 3153 for example the 3 being for the year 2003 and the 153 is the 153rd order received in 2003. The file is named 2206 Tucker Rd, Elmira in WinTotal. Photos are stored as 3153 - 2206 Tucker Rd, Elmira.

 

[Mike Garrett RAA]

I wanted a system whereby someone could give me the file number on the appraisal and I could go right to my file cabinet and find it. See previous thread for complete details. My next big job is transfering all my files on to cd from zip disks. Think I will make a seperate CD for each year. I hope I can name each file on the CD with both file number and address of the property.

 

[Bill_FL]

I do the same as Pam.

Year/month/sequential number. This makes it very easy to back up files by month on cd. On the file, I have the street address and the file number on the tab. I file by year, by address.

 

[George Hatch]

I do a variation of the year-report syntax. I use year-month-day-report. I store all my photos in subdirectories with the same file name and the database I use to log all my reports (which include a mix of narrative and form work) uses the same system. When it comes time to discard reports, there is no fuss or muss, I simply find the boxes and start shredding. I've been doing it this way for over 10 years now, so to keep the yr2000 and later reports from showing up after the 1999 reports, I use the letter "M" (millenium) for the first digit. Thus, if I did three reports on todays date, the 2nd one would be numbered "M3-05302".


George Hatch

 

[Willie]

I started with #1 and increased by 1 every new file. Maybe not the best method, but I think it is the most simple.

 

[Stone]

I use the same system as Richard, including the Wintotal part. Works pretty well. We invoice a lot of narrative reports, so the invoice and file numbers are always different. Narrative reports are by county, owner and client.

 

[EDWARD BERRY]

I use William's method--seq. #

Using an old Radio Shack and and in memory system (32 k) called AIDS(can not use that word now.) It was FAST because it was in memory.

Using a paper log in sheet we had File #, street #, City, case #, type(res, ref, relo, land,farm, lender, borrower, and date.

This was 66 characters wide(max for printer then). Thus the headings had to be abbrerviated.

AIDS was the best datbase ever invented. BUT it would only hold 200 records, so we had about 2 per year.

Later as computers became more powerful we used Paradox. It was in memory, you could find, sort, etc by any field, make labels , etc.

Of course Excel has replaced all that.

For photos, I use the F# as an extension. first and last picture of assignment.

For sales the extension is street #, of if land -s(for sale)and the F#.

After about 900 pics on my camera 3.5 CD I transfer them to HD into directorY CD1, CD2 etc.

Thus I have backup of all all camera pics.

For reports, now I use CD Creator 6, which will span CD's so weekly BU is a snap.

Can find one of over 7,000 report in 3 minutes because they are in storage by F#.

Would like to get away from paper log in but for quick ref it is best.

Then I micro film my log.

Works fo me. Sever have betterm but at 70 who wants to change.
ed in arkansas