Ideal Project Folder Structure and File Organization

Utilize a standard project folder structure to keep project documents organized. Below is a recommended format that has worked for me.

General Program Folder Structure Containing All Projects

  • Program Data Folder
    • 01-Project Setup Folder
    • 101-Project ABC
    • 102-Project DEF
    • 103-Project GHI
    • Completed Projects

Project Folder Structure Collapsed Version

Project Folder Collapsed
Project Folder Structure
  • 01-Submittal Drawings
  • 02-Fabrication Drawings
  • 03-Detailing
  • 04-RFIs
  • 05-Estimate and Budget
  • 06-Plans and Specs
  • 07-Potential Change Orders (Or Change Order Requests)
  • 08-Material Purchase Orders
  • 09-Packing Slips
  • 10-Invoices
  • 11-Photos
  • 12-PO Documents (from GC or customer)
  • Loose Files:
    • 01-Schedule of Values Template
    • 02-Contract Review Form
    • 03-Job Start Checklist
    • 04-Job Introduction Letter
    • 05-Job Contact Info
    • 06-Job Closure Checklist
    • 07-Lessons Learned Template

Project Folder Structure Expanded Version with Sub Folders

01-Submittal Drawings Folder
Submittal Drawings Folder
  • 01-Submittal Drawings
    • 01-Phase Name
    • 02-Phase Name
    • Etc
    • 1900-Coatings
    • 2000-Grating
    • 2100-Railing
    • Shop Certifications
    • Welder Certifications
    • Loose File: Submittal Response Template
  • 02-Fabrication Drawings
  • 03-Detailing
  • 04-RFIs
    • Loose Files
      • RFI Checklist
      • RFI Log
      • RFI Template
  • 05-Estimate and Budget
    • ITBs (Invitations to Bid)
    • Material Quotes
    • Pre-bid RFIs
    • Loose files:
      • Quote in PDF Format
      • Quote in word document
      • Excel file quote
  • 06-Plans and Specs
    • Optional sub folders for addendum, specifications and drawings. My preference is all files here instead of using sub-folders.
  • 07-Potential Change Orders (Or Change Order Requests)
    • PCO Template Folder
      • Material Quotes Folder
      • Plans and Specs Folder
      • PCO XX Template Excel File
      • PCO XX Template Quote File Word Document
    • PCO Log
  • 08-Material Purchase Orders
    • Cut Lists
    • Material Test Reports
    • Stock Pull Sheets
    • Loose Files: PDF of each PO Document
  • 09-Packing Slips
  • 10-Invoices
  • 11-Photos
  • 12-PO Documents (from GC or customer)
  • Loose Files:
    • 01-Schedule of Values Template
    • 02-Contract Review Form
    • 03-Job Start Checklist
    • 04-Job Introduction Letter
    • 05-Job Contact Info
    • 06-Job Closure Checklist
    • 07-Lessons Learned Template

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