I’m in the process of developing a new layout for folders and files and implementing their numbering on the company server.
While searching for a solution on the Internet, I came across the Johnny Decimal methodology.
Below is the folder and file layout with added numbering. I am not sure if I have understood the numbering method correctly so please give me any feedback.
Should the files also be numbered?
I think the organization is slightly different if this company is awarding the contracts or if it is bidding on contracts.
I do think you’re right in that several of these files are collectively the same, so could go together (as if they were in an archive .zip, .tar.gz, etc). In that sense I think the individual files should not be numbered, but only IF you are looking at all the files as a whole instead of just, say, the Annex Description in isolation. But if not, then I would add a number for each file.
Either way, a .docx and a .pdf of the same file should have the same number.
I would shorten the names of the folders and files, the parents are already giving much of the information (This is called a flyweight in the software community; as in it is as light as a fly b/c the folder context gives information.)
I would have statements and meeting notes organized by date:
J46 Jaboud, Inc/
├── 12 Statements/
│ ├── 12.2023-04-31 - 10+N23 National Rail Extension.docx
│ └── 12.2023-04-31 - 10+N23 National Rail Extension.pdf
└── 13 Meeting Notes/
├── 13.2023-05-30 - About 10+N23.docx
└── 13.2023-05-30 - About 10+N23.pdf
I would separate contracts and contractors into different classifications. As this is a contract-heavy company, use 10.13 Multiple Projects (link) to separate out contracts.
Here is a rough pass, putting it all together. Again, I’m not sure if this is a bidding company or an awarding company.
Contracts, Agreements, Policies/
├── N19 2023-02-01 National Rail Portmanteau Extension /
│ ├── 10-19 Legal/
│ │ ├── 10 Contract/
│ │ │ ├── 10.01 Annex.(docx, pdf)
│ │ │ ├── 10.02 Contract.(docx, pdf)
│ │ │ ├── 10.03 Attachment
│ │ │ └── 10.04 Protocol
│ │ └── 11 Agreement/
│ │ ├── 11.01 Description
│ │ └── 11.02 Attachment
│ └── 20-29 Communication/
│ ├── 20 Letters of Intent/
│ │ ├── 20.01 Description
│ │ └── 20.01 Attachment
│ ├── 21 Offers/
│ │ ├── 21.01 Request for quotation
│ │ └── 21.02 Cost Estimate
│ ├── 22 Letters/
│ │ └── 22.2023-04-01 Xyz letter
│ ├── 23 Meeting Notes/
│ │ ├── 23.2023-04-15 Meeting notes.(docx, pdf)
│ │ └── 23.2023-04-30 Meeting notes.(docx, pdf)
│ └── 24 Statements/
│ ├── 24.2023-03-01 Statement.pdf
│ └── 24.2023-04-01 Statement.pdf
└── W45 2023-09-01 10339 Warwick Road Parking Lot/
├── 10-19 Legal/
│ └── ...
└── .../
Contracts, Agreements, Policies/
├── N19 2023-02-01 National Rail Portmanteau Extension/
│ ├── 10-19 Project Planning/
│ │ ├── 10 Description/
│ │ │ ├── 10.01 Annex.(docx, pdf)
│ │ │ ├── 10.02 Example Contract.(docx, pdf)
│ │ │ ├── 10.03 Attachment
│ │ │ └── 10.04 Protocol
│ │ ├── 11 Letters of Intent/
│ │ │ ├── 11.01 Jaboud, Inc
│ │ │ ├── 11.02 FracRail, Inc
│ │ │ └── 11.03 Sweil, Inc
│ │ └── 12 Offers/
│ │ ├── 12.01 Jaboud, Inc
│ │ └── 12.02 Sweil, Inc
│ ├── 20-29 Legal/
│ │ ├── 20 Contract/
│ │ │ ├── 20.01 Annex.(docx, pdf)
│ │ │ ├── 20.02 Contract.(docx, pdf)
│ │ │ ├── 20.03 Attachment
│ │ │ └── 20.04 Protocol
│ │ └── 21 Agreement/
│ │ ├── 21.01 Description
│ │ └── 21.02 Attachment
│ └── 30-39 Communication/
│ ├── 32 Letters/
│ │ └── 32.2023-04-01 Xyz letter
│ └── 33 Meeting Notes/
│ ├── 33.2023-04-15 Meeting notes.(docx, pdf)
│ └── 33.2023-04-30 Meeting notes.(docx, pdf)
└── W45 2023-09-01 10339 Warwick Road Parking Lot/
├── 10-19 Project Planning/
│ └── ...
└── .../
Contractors/
├── J46 Jaboud, Inc/
│ └── 20-29 Billing/
│ └── 21 Statements/
│ ├── 2023-04-31 - 10+N23 National Rail Extension.docx
│ └── 2023-04-31 - 10+N23 National Rail Extension.pdf
└── X03 Xavier and Sons Concrete, LLC/
├── 20-29 Billing/
└── ...