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General Chat Thread, Paperwork Organisation! in General; I've never been the most organised of people, and as we have the big O in today and tomorrow, i'm ...
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    Little-Miss's Avatar
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    Paperwork Organisation!

    I've never been the most organised of people, and as we have the big O in today and tomorrow, i'm using my time to organise my paperwork....piles and piles of paper....hidden everywhere possible!!

    What sort of folders do you lot have..license, invoices etc....

  2. #2
    PEO
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    a4 ring binders, everything is labled, AUP one for each year, Licences 3 folders in total split using dividers for each department, Internet infingments folder, CFP folder, IT Support folder, one with odds and sods folder,staff AUP folder, Staff Laptop agreement folder.

    I baught about 20 blue ring binders from tesco's and got some avery folder lables... I like everything neat and to hand.

    I also have 3 layer paper trays, so when I have no time to sort they go in there for sorting. Friday afternoons tend to be my paperwork day.

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    That reminds me, I need to have a clear out.

    Don't forget you need a H&S one!!

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    In our department we have:

    Finance folder (printouts of all quotes and most up to date budget sheets)
    Funding folder (specific info about the ICT funding the school has been given)
    Audit folder (all info about all hardware)
    Software catalogue (all info about software inc. licensing)
    Policies folder (AUP's etc)
    Personal folders (my to-do's, to-read's and to-be-kept info)
    Helpdesk reports (monthly record)
    Build guides for all hardware / images
    'Incident' log (records of asking for files to be removed, violations of AUP etc)
    Disaster Recovery plan / documentation (in safe)
    ICT Mark progress folder
    FITS paperwork folder
    Network Overview folder (for new / replacement staff if needed)
    "Welcome" folder containing a few copies of the welcome pack we give to all new (non-ICT) staff
    We are putting together a Health&Safety assessment folder currently.

    I also keep a "Training" folder for all info/docs about/from training courses I go on (alas it's quite empty so far!)


    Think that's about it
    Last edited by Pete10141748; 29th March 2010 at 02:39 PM.

  5. Thanks to Pete10141748 from:

    Little-Miss (5th April 2010)

  6. #5

    Hightower's Avatar
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    Surely as IT Professionals we should be limiting the amount of paper we have. I'm looking into creating a document server that we can upload files to and arrange in certain folders. Someone signs an AUP? Great, scan it in (and save as PDF), upload to doc server in relevant folder, shred paper copy, and recycle the paper.

    Less files, quick searching, and less stress! Easy.

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    Agreed with @hightower! I find it quite scary that you're keeping anything much as paper at all!

    Surely any documents you've created ought to be stored in just electronic form. Anything sent to you as paper ought to be scanned and stored.

    Or does this mean you think that your own IT systems are so poor you can't trust them for storing important data :-)

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    Pete10141748's Avatar
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    It's mainly a "for show" thing nowdays I think.
    Anyone who see's a bunch of well-stocked folders full of all the stuff you're doing/have done recognises the work, and it's easy to let them have a look if they want (providing they are allowed of course!).
    A bunch of scanned images or word files sitting on a private server that you then have to assist someone in being able to view doesn't have the same effect on non-IT folk.

    Why do you think teachers print out all of their planning and put it into folders, it shows off the majority of the work they are actually putting in!

    Plus I was always told that it's "just good practice" to keep paper records of everything.

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    I just put my paper work in a metal receptical under my desk and when I get in the next day it's been filed for me.

  10. 2 Thanks to K.C.Leblanc:

    john (29th March 2010), Little-Miss (29th March 2010)

  11. #9
    Pete10141748's Avatar
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    lol it took me a minute to work that one out KC

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