I’m organizing my association’s files and have run into some issues with our minutes of meetings.
We basically have three types of meetings:
- Annual meetings
- Board meetings
- Member meetings
In total we have about 8 of these per year. We have an archive going back 15 years and I want to build a system that lasts at least more years.
Each record will consist of at least three files (Word file, PDF export and signed scan), so I think each meeting should have its own ID.
The issues I’m having are the following:
- Because it will span thirty years, I can’t create a category for each year without allocating 3 areas. (E.g.
30-69 Meetings) I think this takes too much unnecessary space; each category will only contain ~8 IDs.
- Splitting into the three types of meetings gets me nowhere with the previous issue.
- If I dedicate an area to meetings and use an additional digit (e.g.
300-399 Meetings) I could have
301 Meetings 2007, but the area would not sort very well. (300 would appear below 50)
The best I’ve come up with is
10-19 Governance 11 Meetings 11.01 Meetings 2007 11.01 Annual meeting 2007 11.01 Board meeting 2007-02-14 11.01 Member meeting 2007-02-16 … 11.02 Meetings 2008 …
So I break the rules by having multiples of the same ID. (But different names) Thinking about it now, I could maybe even do
11.2007 to more clearly indicate the difference. And perhaps expand it to
11.2007.01 Annual meeting 2007
11.2007.02 Board meeting 2007-02-14
Note though that the ID is chronological; could also have been
11.2007.01 Member meeting 2007-01-11.