How to Archive Your Client's Files

Getting a Grip on Your Design Files - How to organize your graphic design files.

In my years as an EXHIB-IT! Designer I have learned a thing or two about being able to access client jobs form five to 6 years ago because of repeat jobs. As a designer of any type your going to start taking on a client base that will (hopefully, because of your fantastic skills and your great demeanor) be calling upon you to recreate old jobs or just touch up an old job for a new project.

Most designers do not plan for this and they just archive the old job and move on to the next client. It usually ends up on a DVD/ROM on a shelf or even worse, just left on their hard drive under the clients name and forgotten about. Obviously doing the latter and not the former is a more suitable way to archive but even then not the best possible way to do this.

So, how do you know when you are archiving properly? The answer is simple, archive them according to the most basic information needed to retrieve it. What info is most important and most useful to you?

Since I base all my tradeshow clients on a PO number generated out of QuickBooks and the date, with which it went to print, my basic archived folder appears as follows.

(Primary Folder on my server) Name of Client
(Zipped File) PO# _ Name of vendor who printed it _ Date Project Completed

 

The files within the zipped file are usually organized as follows.
(Folder) Editable Files
(Folder) Proofs
(Folder) Printed Files
(Folder) Client Supplied Files

Once your files are archived it will be much easier to find them when needed. Even consider purchasing a software application that will allow you to browse your file structure. Adobe Bridge CS3 is a great file previewing application. It even allows you open the file in its native program with one click.

So now that you know how to create a self-sufficient naming convention that will help you appear 100% more organized to your clients, it’s time to learn the most important thing about archiving files, BACKUPS.

What good is creating a whole server based artwork storage system if you are not going to back it up and run regular maintenance on that system? After all files do get lost and/or worse of all – corrupted! Look into larger back up systems that you can purchase from your local computer store. They can be a bit pricy depending on the size needed but it is definitely worth it and could be the best investment you ever make as a designer. These software driven storage devices can back up daily and even burn to a DVD drive.

Just putting this extra time and consideration into your design archives will save you time which in the end saves you money.

Dallas Nesselroad
Director of Design & Production
STUDIO-E Creative
EXHIB-IT! Tradeshow Marketing Experts