What software are you using for your file storage system?

> From: Wilma Ennenga <xxxxxx@NAU.EDU>
> Reply-To: Research Administration Discussion List <xxxxxx@HRINET.ORG>
> Date: Thu, 21 Aug 2003 22:58:41 -0700
> To: xxxxxx@HRINET.ORG
> Subject: Re: [RESADM-L] Trying to go paperless
>
> Hi Terri,
>
> I think organization is the key obstacle, since really most everything is
> available electronically these days. We've been moving towards a paperless
> office for a few years, initially by sending activation notices
> electronically (awards scanned to PDF files and sent as e-mail
> attachments), and now storing proposals as well. We've had to iron out some
> organizational bugs -- for example, although we usually had the electronic
> proposal files, "most of the time" the files were in limbo in a local
> e-mail attachments folder. We now create a proposal folder as soon as we
> know of a pending proposal, and an award file as soon as the award is
> received. The proposal folders are stored by fiscal year and named
> according to the last name of the PI and the internal proposal number (eg.
> Smith 04-0078), and it's easy to "drag and drop" all associated files --
> including an electronic copy of the guidelines -- to the appropriate
> directory. The proposal file in turn is dragged into the award file. Each
> award file includes an electronic "notes" file for comments and summaries
> of any actions. This also means we don't have to track down files that may
> be on somebody else's computer, and makes it easy for anyone in the office
> to "pick up" a file and answer questions or work on a proposal in the
> absence of a colleague. We now have complete files for proposals and awards
> submitted and/or received for the last two fiscal years, which is very
> slick actually and really has increased our efficiency. Of course, you have
> to be a little careful with all the 'draggin and 'droppin stuff...
>
> Winnie Ennenga
>
> At 8/21/2003 08:53 AM, you wrote:
>> We're considering making the change from keeping paper files of funding
>> opportunities in space-hogging filing cabinets to printing them "as
>> needed" when a proposal comes in for review.  For those of you who have
>> already made this change, can you give us some pros and cons on the
>> transition?  And do you place the guidelines in the proposal file for
>> future reference or destroy after review is completed?  Any other tips on
>> moving toward paperless-ness?
>> Thanks in advance,
>> Terri
>>
>> Terri Hall * Assistant Director of Sponsored Programs/Webmaster * Office
>> of Research * The Graduate School
>> 511 Main Building * Notre Dame, IN 46556 * Phn: 574/631-7378 * Fax:
>> 574/631-6630 * Email: xxxxxx@nd.edu * http://www.nd.edu/~research
>>
>>
>>
>> .
>>
>>
>>
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>
> Wilma G. (Winnie) Ennenga
> Director, Office of Grant and Contract Services
> Northern Arizona University
> BAC 100C, Building 51, Knoles Drive
> Flagstaff, AZ 86011-4130
>
> Telephone: 928/523-8319   Fax: 928/523-1075
>
>
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