Document Storage: An important thing to consider when storing documents is to maintain a document register so folks will know that they are viewing the most current revision of the document. This may be difficult to do in the various systems of storage and therefore the organization may want to also post a document that lists all of their posted document, and list the most current revision of each.

Also each document should have a revision status included in it, and updated when the document changes. Cheers, Mike the bike guy, Troy Bike Rescue

On Monday, October 21, 2013 1:23 AM, "thethinktank-request@lists.bikecollectives.org" thethinktank-request@lists.bikecollectives.org wrote:

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Today's Topics:

1. Re: Organizing Documents Electronically? (Vincenzo loco)   2. Promo Stickers (Ainsley Naylor)   3. Re: Organizing Documents Electronically? (james bledsoe)

Message: 1 Date: Sun, 20 Oct 2013 13:58:28 -0700 From: Vincenzo loco wormsign@gmail.com To: The Think Tank thethinktank@lists.bikecollectives.org Subject: Re: [TheThinkTank] Organizing Documents Electronically? Message-ID:     CABN3bQYXT0s6Oj9QNkWFio2+usXbWBmTifFjWr-XmwLKFi8B2g@mail.gmail.com Content-Type: text/plain; charset="iso-8859-1"

won't speak to any particular process being the best, bikerowave is transitioning to google docs, we have data entry parties and things go a lot faster than you would think when 30 people are working through a stack.

On Sat, Oct 19, 2013 at 1:45 PM, momoko saunders analyst@bikefarm.orgwrote:

*twinkle fingers* Dropbox.

If you want some help, I don't mind having a long phone call with you as tech support.

-m

On Saturday, October 19, 2013, wrote:

...

I don't know the specifics of how google docs handles syncing but Dropbox is pretty nice for making docs available from any web browser (you'd need a password to get to it; it's not like your stuff would be publicly accessible) and syncing between computers.

In a nutshell:

1. You create an account (free or pay for upgrades).
2. Jump through a few hoops to increase the free storage space. (Like

them on Facebook, install the software, tweet about them, get a friend to sign up, several other relatively pain free hoops.) 3. Install the software in your computer and assigns shared folder. Invite other users(that warehouse computer, other shop employees, etc) and now that folder lives online but can be accessed by anyone who's been shared. 4. Anything you drop into the dropbox folder from THIS computer will be available in the same folder on THAT computer. 5. You can also generate download links for specific files, so that you could post a link to download a blank liability waiver, for example, without having to give access to the entire folder of shared stuff.

I can't/won't speak to the actual process of making the merge from a 20 year old mishmash into a streamlined setup, but I will urge you to remember that it's taken 20 years to get to this point. It's probably not going to be a single weekend project getting it all sorted. Slow and steady winds the race.

josh.

On Saturday, October 19, 2013, allison karow wrote:

...

Hi all,

it's been a while since I posted to this list, I'm subscribing from a different email address now but it's me, sunny! from vancouver / OCB, formerly from phoenix / Bike Saviours.

I have a question about making the switch from paper to electronic documents. OCB has been around for 20 years, and we have a huge mish mash of different systems for organizing our documents. The main three are: 1) a huge pile of filing cabinets, 2) the hard drive on our computer (which often doesnt match what's on the hard drive of our OTHER computer at our warehouse), and 3) google docs, which does not match what's on either hard drive and has to be constantly updated to reflect our ever-changing policies, lists, minutes, etc.

Basically, it's terribly confusing and nobody ever knows where to find anything without asking the one or two people who have been with us the longest. We need to use something that is stable and long-term. I'm thinking google docs might still be the best thing, but I thought I'd fish on here first.

What I'm looking for is an online-system that can be synched up with our hard drive (for back-up purposes), which can be accessed from any computer and which can be categorized clearly and easily. I would like there to be a section for every staff member's ongoing to-do lists, a section for meeting minutes to be filed, a section for policy documents, etc. I would also like to have a section for forms (such as conflict or incident reports) that can be filled out as needed and filed online as well.

Does anyone currently have a system that they like using for this? Any input is appreciated.

sunny

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