Practice Management Member Conversations

I would assume that there are firms out there that have abandoned "paper" files and have gone totally digital. What was the process that you went through to make the transition? When you receive a paper document how do you transition that piece of paper to digital? What file structure do you use? Any input would be greatly appreciated!


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Robert Mabrey AIA
Beringer, Ciaccio, Dennell, Mabrey, Inc.
Omaha NE
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Not having ever used anything else but MS-Project disqualifies me from making a comparison, but we have used MS-Project on many projects to our full satisfaction. For the upgrading of the Berlin, Germany trade fair we transmitted our own initial MS-Project schedules covering demolition, roads and rail infrastructure, and new buildings to the general contractor who, as leader of a consortium of 6 firms, developed them further and used them to the completion of the project 5 years later.


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Karl Hartnack AIA
Component Past President
Hartnack Architecture
Duesseldorf

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Receiving,making and having equipment to make portable digital documents is essential to the process. We use Acrobat and digital stamps for review. Some review is on screen and sometimes paper that gets scanned back. We use NEWFORMA for moving and tracking things. It sometimes collides with other systems ie PROLOG or other contractor systems. The transfer between systems is slow. We still have paper just a lot less. I still think the person that dreamed up the concept " paperless office " never set foot in an architects office. :) ------------------------------------------- David DeFilippo AIA Tsoi/Kobus Associates; Cambridge, MA Milton MA -------------------------------------------
Original Message: Sent: 01-30-2013 08:34 From: Robert Mabrey Subject: Paperless or Digital Files I would assume that there are firms out there that have abandoned "paper" files and have gone totally digital. What was the process that you went through to make the transition? When you receive a paper document how do you transition that piece of paper to digital? What file structure do you use? Any input would be greatly appreciated! ------------------------------------------- Robert Mabrey AIA Beringer, Ciaccio, Dennell, Mabrey, Inc. Omaha NE -------------------------------------------

Robert - our office has been all digital for a little over a year now. The transition was like ripping a Band-Aid off, but in a good way. We decided late in 2011 that as of January 1, 2012 we would go paperless. Like most firms, all of our drawings and most of our outgoing correspondence were already digital, so the decision was mostly about how to handle incoming correspondence. Incoming paper must be scanned and incoming digital files must be renamed and properly filed. We already had the hardware to scan any size document, so the process was fairly simple to implement.

The biggest issue was coming up with a file naming system that made sense with the existing files on our server. There have been many articles written with varying opinions on the "best" way to name files.  Prior to going paperless, most files on our server were generated in house, but now we have a lot of files that we did not create, but must be stored. I think the most critical issue is to distinguish between outgoing and incoming correspondence. This makes filing and finding files much simpler.

Our filing system is as follows: (Project No - ours are 5 digits) (Document Type) (who it was sent to OR received from) (an "R" for receive or "S" for send) (3 digit number sequential) (optional description) (file extension).

Example: Let's say we received a letter with plan review comments from the code official for project number 12345; we would scan the file to pdf and rename it "12345 Letter Code Official R001.pdf" Our response to the letter would be "12345 Letter Code Official S001.pdf" We have found this system works well for us.

We all have tablets with remote access to all of our files. It is very convenient to leave the office with only your tablet and know that you can retrieve whatever information you may need.

I hope this helps.

Regards - Bob

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Robert Longo AIA
Partner
Cornerstone Architectural Group
South Plainfield NJ
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Kenneth Kruger AIA
Kruger Kruger Albenberg/Architects Engin
Cambridge MA
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Robert Longo's file-naming code for job correspondence is straightforward and does the task well.  This category strikes me as the simplest to solve.  More challenging are 1) job non-correspondence, such as catalog literature and yet more so 2) overhead correspondence  and then 3) overhead non-correspondence, such as an insurance article.

As we discontinue filing of overhead paper, we haven't improved on our paper methods.  The AIA undertook that paper filing problem a number of years ago, then dropped it in the initial draft suggested format.  It would be a worthy Institute-committee task.




Original Message:
Sent: 02-01-2013 12:32
From: Robert Longo
Subject: Paperless or Digital Files

Robert - our office has been all digital for a little over a year now. The transition was like ripping a Band-Aid off, but in a good way. We decided late in 2011 that as of January 1, 2012 we would go paperless. Like most firms, all of our drawings and most of our outgoing correspondence were already digital, so the decision was mostly about how to handle incoming correspondence. Incoming paper must be scanned and incoming digital files must be renamed and properly filed. We already had the hardware to scan any size document, so the process was fairly simple to implement.

The biggest issue was coming up with a file naming system that made sense with the existing files on our server. There have been many articles written with varying opinions on the "best" way to name files.  Prior to going paperless, most files on our server were generated in house, but now we have a lot of files that we did not create, but must be stored. I think the most critical issue is to distinguish between outgoing and incoming correspondence. This makes filing and finding files much simpler.

Our filing system is as follows: (Project No - ours are 5 digits) (Document Type) (who it was sent to OR received from) (an "R" for receive or "S" for send) (3 digit number sequential) (optional description) (file extension).

Example: Let's say we received a letter with plan review comments from the code official for project number 12345; we would scan the file to pdf and rename it "12345 Letter Code Official R001.pdf" Our response to the letter would be "12345 Letter Code Official S001.pdf" We have found this system works well for us.

We all have tablets with remote access to all of our files. It is very convenient to leave the office with only your tablet and know that you can retrieve whatever information you may need.

I hope this helps.

Regards - Bob

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Robert Longo AIA
Partner
Cornerstone Architectural Group
South Plainfield NJ
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Before joining another firm, my small architectural practice was essentially paperless for the last 10 years of its existence.  During that time, I tried several different systems, all of which served me well.  My favorite software application was a program called, "Time Matters."  This application was originally developed for the legal profession which speaks to just how robost the program is in dealing with documents, timelines, scheduling, etc.  See http://www.lexisnexis.com/law-firm-practice-management/time-matters/ for info.  However, there are certainly other apps out there that probably do a great job.

In my opinion, when we architects try to develop a filing system (or any office system for that matter), our overly analytical nature causes us to create a monster.  For example, look at some of the recommendations on this forum for something as simple as a project numbering system.......wow!!  Simplicity is not a curse!!!  So..........first, I would suggest finding and implementing a program intended for this very purpose as opposed to trying to create your own system.  Secondly, train your people to actually use it and use it daily for everything: creating and filing letters, memos, etc; calendaring; filing emails, messaging co-workers, and so on. 

A few months ago, I presented a short program on this topic at the annual convention of the Texas Society of Architects.  I would be happy to share the PowerPoint slides from this presentation if you're interested.

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Mike Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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Mike 
I'd like to take you up on the offer of sharing your powerpoint presentation.  

As an aside, I did a thesis three decades ago on Information Management for Architects, the result of which was a system which served me rather well for 30+ years. I've found though that as the digital age progresses, the need for gathering information has changed dramatically, as has the best way to manage it.  In some ways, I feel I'm back at the starting gate.

Thanks for your comments and sharing.
Cheers
Mike

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Michael Malinowski AIA
AIA Director - California Region
Applied Architecture, Inc.
Sacramento CA
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Original Message:
Sent: 02-04-2013 12:43
From: James Leinback
Subject: Paperless or Digital Files

Before joining another firm, my small architectural practice was essentially paperless for the last 10 years of its existence.  During that time, I tried several different systems, all of which served me well.  My favorite software application was a program called, "Time Matters."  This application was originally developed for the legal profession which speaks to just how robost the program is in dealing with documents, timelines, scheduling, etc.  See http://www.lexisnexis.com/law-firm-practice-management/time-matters/ for info.  However, there are certainly other apps out there that probably do a great job.

In my opinion, when we architects try to develop a filing system (or any office system for that matter), our overly analytical nature causes us to create a monster.  For example, look at some of the recommendations on this forum for something as simple as a project numbering system.......wow!!  Simplicity is not a curse!!!  So..........first, I would suggest finding and implementing a program intended for this very purpose as opposed to trying to create your own system.  Secondly, train your people to actually use it and use it daily for everything: creating and filing letters, memos, etc; calendaring; filing emails, messaging co-workers, and so on. 

A few months ago, I presented a short program on this topic at the annual convention of the Texas Society of Architects.  I would be happy to share the PowerPoint slides from this presentation if you're interested.

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Mike Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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Several have requested a PDF version of the presentation "Digital Methodologies for the Lean Design Firm" in addition to the PowerPoint file previously uploaded. I have included two PDF versions: one with presenter notes and one without. I hope you find this information beneficial!!

Regards,
Mike Leinback



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James Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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Original Message:
Sent: 02-04-2013 12:43
From: James Leinback
Subject: Paperless or Digital Files

Before joining another firm, my small architectural practice was essentially paperless for the last 10 years of its existence.  During that time, I tried several different systems, all of which served me well.  My favorite software application was a program called, "Time Matters."  This application was originally developed for the legal profession which speaks to just how robost the program is in dealing with documents, timelines, scheduling, etc.  See http://www.lexisnexis.com/law-firm-practice-management/time-matters/ for info.  However, there are certainly other apps out there that probably do a great job.

In my opinion, when we architects try to develop a filing system (or any office system for that matter), our overly analytical nature causes us to create a monster.  For example, look at some of the recommendations on this forum for something as simple as a project numbering system.......wow!!  Simplicity is not a curse!!!  So..........first, I would suggest finding and implementing a program intended for this very purpose as opposed to trying to create your own system.  Secondly, train your people to actually use it and use it daily for everything: creating and filing letters, memos, etc; calendaring; filing emails, messaging co-workers, and so on. 

A few months ago, I presented a short program on this topic at the annual convention of the Texas Society of Architects.  I would be happy to share the PowerPoint slides from this presentation if you're interested.

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Mike Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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Since posting "Digital Methodologies for the Lean Design Firm," a presentation on a "paperless" document/practice management software system, there have been more than 1000 downloads of the presentation.  I can only assume that the topic is of interest to many of you.  

I would appreciate any comments or suggestions that any of you might be willing to share with respect to either the topic or the presentation itself.  Thanks in advance for your assistance.  

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Mike Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX

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Original Message:
Sent: 02-06-2013 11:35
From: J. Michael Leinback
Subject: Paperless or Digital Files

Several have requested a PDF version of the presentation "Digital Methodologies for the Lean Design Firm" in addition to the PowerPoint file previously uploaded. I have included two PDF versions: one with presenter notes and one without. I hope you find this information beneficial!!

Regards,
Mike Leinback



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James Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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Several of you have posted messages for me, and I would hope to respond to each one that poses specific questions.  However, the messages have come to me in the form of an email, but under a "DoNotReply" moniker.  Checking my AIA Inbox I find another completely different group of respondents.  I consider myself pretty tech-savvy, but this forum has left me in a quandary!!!!

So, if you would, please contact me directly at:
mleinback@jmlarch.com

If you'd like to visit with me by phone, please list your phone number in the email and I'll get back with you.

Regards,
Mike Leinback







Original Message:
Sent: 02-04-2013 12:43
From: J. Michael Leinback
Subject: Paperless or Digital Files

Before joining another firm, my small architectural practice was essentially paperless for the last 10 years of its existence.  During that time, I tried several different systems, all of which served me well.  My favorite software application was a program called, "Time Matters."  This application was originally developed for the legal profession which speaks to just how robost the program is in dealing with documents, timelines, scheduling, etc.  See http://www.lexisnexis.com/law-firm-practice-management/time-matters/ for info.  However, there are certainly other apps out there that probably do a great job.

In my opinion, when we architects try to develop a filing system (or any office system for that matter), our overly analytical nature causes us to create a monster.  For example, look at some of the recommendations on this forum for something as simple as a project numbering system.......wow!!  Simplicity is not a curse!!!  So..........first, I would suggest finding and implementing a program intended for this very purpose as opposed to trying to create your own system.  Secondly, train your people to actually use it and use it daily for everything: creating and filing letters, memos, etc; calendaring; filing emails, messaging co-workers, and so on. 

A few months ago, I presented a short program on this topic at the annual convention of the Texas Society of Architects.  I would be happy to share the PowerPoint slides from this presentation if you're interested.

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Mike Leinback AIA
Senior Associate
Randall Scott Architects, Inc.
Dallas TX
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