How to Set Up the Desktop

It’s important to have an organized desktop and folders so files can be easily located. This section goes over how to set up the desktop and important folders.

What Folders/Files to Keep on Desktop #

1. The main folder on the desktop should be named with the Incident Name and year (e.g., Anvil Fire 2023). 
2. It’s good to have a “Signs” folder to keep sign templates and any signs made in the past that you might need again.  
3. Always have a Daily Folder for the current day. Put everything worked on in this folder. 
4. Inventory Worksheet on desktop for easy access. 
5. Paper Daily Log Sheet on desktop for easy access. 
6. Master Daily Log on desktop for easy access. 

Main Folder #

*In the main folder (Incident Name + Year), there should be a folder for Daily Logs and Unsigned Invoices, Past Days, and Signed Invoices. This is also a good place to keep any internal files saved.*

1. Daily Logs and Unsigned Invoices is where the electronic Daily Log for that day and a PDF of the corresponding invoice should be saved. 
2. The Past Days folder is where the all the Daily Folders should be saved. 
3. Signed Invoices is where the invoices are saved (apart from the Drive and a paper copy) after the invoice is signed. Add “_Signed” at the end of the file name once it has been signed.

Daily Logs and Unsigned Invoices Folder #

• This is what the inside of the Daily Logs and Unsigned Invoices folder should look like. A folder should be made for each day with that day’s electronic Daily Log and corresponding Unsigned Invoice in it. 

• Here is an example of what the inside of the individual day folders looks like in the Daily Logs and Unsigned Invoices folder. 

Past Days Folder #

• Similarly, this is what the inside of the Past Days folder looks like. After the day is done, each Daily Folder should be moved from the desktop to the Past Days folder. 

Daily Folder #

• This is what the inside of one of the Daily Folders should look like. Be sure to save IAPs and Maps in their own folders for easy access. The date on the IAPs and Maps should match the date on the folder. For night shift, this means making a new folder for the next day once IAPs and Maps come in for the night. 

Google Drive #

• In the Google Drive, locate the “Fire Season” folder corresponding to the year you are working in. 

• In the Fire Season folder, create a new folder with the Incident Name. 

• In your incident’s folder, be sure to have a folder for Signed Invoices. This is where they will go (as well as in the “Signed Invoices” folder on your computer and a paper copy in the binder) once they are signed off. 
• Upload any other important internal documents to this folder as well.