Storing (hoarding) engineering information 2

[Ussuri]

As Engineers we have to refer to lots of different types of information to do out job. To make this easier for myself if I find something useful I copy it and file it. I also write little aide memoirs on scraps of paper such as calculation methods, theory stuff, formula derivations etc.

Now, I keep all this stuff in big four ring binders but the problem is I have got to the stage that I have so many of these things it is becoming cumbersome (I have seven on my desk at the moment and the same again in a cupboard to my right). I moved into the modern world and bought an external hard drive which I now use to store useful documents to avoid printing them out. That now has 12000 files on it which has its own problems such as finding what you wanted.

My colleagues do similar things but not to the same extent as me. Incidentally I also hoard stuff at home on the basis it might come in useful some day.

Does any one else do this sort of stuff or do I have OCD

 

[jistre]

I hoard relatively little. I have my ready references for things that I use often and can put tabs on the proper sheets to quickly flip to it much faster than I can find it in an electronic copy. However, I do keep an electronic copy of it just in case.

The stuff I use every now and then, is also kept as an electronic copy, as I can develop a familiarity with it over time. However, everything else that I use once or twice, I pick up from the internet as needed. I have to think that at some point in the hoarding, finding something obscure on the hard drive would be just as tedious as finding something obscure on the internet.

 

[MintJulep]

You say OCD like there's something wrong with that.

 

[Ussuri]

No offence meant, I was simply implying that my gathering of information might be a little obsessive.

 

[CorBlimeyLimey]

Your "problem" isn't the obsessive information gathering it's the lack of using a good filing/categorising system.

 

[rcooper]

I do hoard information, and am trying to move over to electronic hoarding. If you have problems finding information, try Google desktop to give you a search engine for your own archive.

 

[epoisses]

Exactly what I was about to suggest. Brute computing power avoids the need to retroactively set up an intelligent filing system.

I think brute computing power will one day replace intelligence altogether, but that's probably worth another (long) thread.

 

[sundale]

I have my personal "library" of technical articles, design examples, design information, licensing information, PDH's, etc. in vertical hanging files. I have two file drawers completely full of this sort of stuff. Hanging files take up far less room and are less cumbersome than three ring binders. Three ring binders also take up precious horizontal surfaces.

One of my mentors when I was younger had such a system and it was organized per the the MasterSpec numbering system. Mine is more random than organized, but I know more or less where everything is with a minute or so of looking...

 

[JsTyLz]

Use a database (Access) for anything new that you save with decent (by decent I mean searchable) descriptions. Also anytime you use one of the old references, add it to the list. You will find that over half of the stuff you save will never make it to the database, because you won't use it again.

 

[sbozy25]

Hire a junior engineer and make it his duty to find your information on an as needed basis.

 

[KENAT]

sbozy, at least make it a technical clerk, engineering degree preferred

I try not to hoard a lot, bad thing is I have to frequently re-invent the wheel as it where.

So I say hoard away just come up with a decent filing system, if nothing else by topic.


KENAT, probably the least qualified checker you'll ever meet...

 

[ctopher]

If it's electronic, put it on a share for all to use. If it's your personal book, put your name on it and have a check out form at your desk.

Chris
SolidWorks 07 4.0/PDMWorks 07
AutoCAD 06
ctopher's home (updated 04-21-07)

 

[whyun]

The objective of "hoarding" info (on paper) is to be able to get to the right info quickly when the need arises. Just like having a nice directory structure in Windows Explorer, categorize your paper documents and order them in your own logical sequence. Make good use of tabbed section dividers for broader subjects, colored Post-It flags for specific topics. Most importantly, create an index at the beginning of each binder with heading and sub-heading and maybe with a brief description. It is a good idea to have these as an MS Word file as you will be adding and moving portions over time.

At least this works for me when I actually find time to organize every other year or so.

Also, it is a good idea to go through the binders occasionally to remove any duplicates, obsolete info and stuff you didn't use for a few years.

 

[csd72]

I used to have a clear pocket folder full of commonly used items for each major material. About 20 sheets or so for each.

Very useful for quick reference.

Then I changed country and you Americans use weird paper sizes, so I havent bothered.

csd

 

[Sudburyboy]

If it is electronic - back it up - REGULARLY.

I lost about two years of electronic references and information a couple of months back. No direct work files thank goodness. Will take me awhile to piece it back together.

Worst is I thought I backed it up but can't find the backup CD.

 

[bridgebuster]

If I were to pile up my books and three-rings binders, it would be about 40'; throw in another 3 feet for plans; add in about 1,200 electronic files (3.7 GB) of articles, books, etc.

I guess I am a bit of a hoarder. It's all useful only trouble is I often forget what I have.

 

[aardvarkdw]

I just realized when I read this that I have started to do this too. I am right now looking at a 2 1/2" notebook that is almost full sitting on the corner of my desk...

David

 

[whyun]

Truth is, you probably need only 10% of the stuff you've accumulated until you retire, if that.

Just remember how many references you took to the PE exam and how much of it (in number of pages) you actually used for the exam.

 

[geekEE]

whyun, the problem is how do you know which 10% you will need in the future?

Maybe I should just go through my saved papers and keep every 10th page.

 

[whyun]

The 10% you will need in the future is the stuff you use 90% of the time. The remaining 90% of the stuff, you may use 10% of the time, or maybe never.