Parent folders are letters representing the client name. (A,B,C,D,E,etc...)
Project Specific Child folder is the Letter followed by the project number which would be the 4 digit project number generated when it was entered into accounting. This was based upon the fact a project cannot exist unless it has a billing identifier which pretty much keeps people from doing free work. The first two numeric digits represent the year the project started. This also makes it easier to track down a projects life cycle. Example: (A12001, C12062, R12003)
Below this begins the folder tree for all electronic production.
BOM - Bill of Materials for the project
Correspondence - Emails, contracts, etc...
Drawings - All AutoCAD, Revit, Etc...
Submissions - All electronic PDF, DWF, Tiff, etc... sent to client for each phase as hard copy.
Below the Drawings folder:
We kept the XREF folder as the central location where backgrounds were converted to publish lighter and were color converted from those received by Architects, Civil, & Structural to be used for the MEP files.
As updates are received, they are placed into a child folder representing the date they were received.
Just in case there is a reversion and design changes occur. The files in the root folder are always updated to the most current. It also helps when trying to track correspondence, billing, and project life cycles.