Cohousing-L Mailing List: Re: Archiving Tips?

[Lauren Lake (laurenlake161]

Hi Nicole,

I’m happy to chat in more detail if you like.

Broadly speaking, our documents are in a Google Drive held by an account
used only for this purpose. Each Circle has a folder, with subfolders for
agendas, minutes, and other projects. In addition, we have an Orientation
folder, a Policies folder, and a folder that holds references and
inventories.

Because all of this is in Google Drive, it can be searched by keyword, so
it’s not as critical that everything be filed in the perfect place.

The only naming convention we use is for agendas and minutes, which
includes the name of the Circle, the date of the meeting, and an A or M for
agenda vs minutes (e.g.  M_FRC_2024-02-22 is the Finance Records and
Compliance Circle’s minutes for a meeting held today).

We also have a records retention policy that we use to do annual cleanups
to get rid of outdated/incorrect information.

Lauren Lake
Green Grove Cohousing

On Sat, Feb 22, 2025 at 5:51 AM Nicole Daddio <daddiollc [at] gmail.com> wrote:

> Hi all!
>
> I'm helping scan and label documents at my cohousing community.  Would love
> ideas on categorization, including *sub-categories or being able to follow
> threads of hot-topics through the ages.*
>
> Folks are worried that info won't be found easily which is kind of the
> entire point.  Meanwhile, multiple archivists have been unhelpful.  My
> current idea is to make uploaded pages searchable, to have broad categories
> of folders to put documents, and to have each document have a long title
> with a date and all its subtopics for easier reference.
>
> Does anyone who's tried archiving on this scale have tips?
>
> Nicole Daddio
> (757) 375-0512
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