Organize by file types
Applications are best stored in a folder dedicated to Program Files. If your operating system doesn’t automatically install new programs within that directory, create a folder and store all your executables like Excel, Firefox, and Photoshop there.
A central place for documents
All your documents – no matter what they are- must go into your My Documents folder. So your spreadsheets, contracts, and your mockups must be saved into My Documents. Storing your files in this central location will make it easier to find what you need and run backups.
Organize files within My Documents
Your growing list of files in My Documents can be further organized into separate drawers. Create folders within My Documents to separate your files. Use clear and concise terms to name each folder, so you’ll be able to identify them in the future.
Nest folders for deeper organization
Depending on your activity and your volume of files, you might need to create folders within the main folders. For example, your folder called “Minutes” might contain folders for “2013”, “2012”, and so forth. A client folder may contain folders for correspondence, projects, and client data. The objective is to place all files in folders rather than have them floating around as individual files.
Honor file naming conventions
Don’t use spaces in file names, use all lower case, and limit the names to 27 characters or less. So a file name should be customerdata instead of Customer Data. Maintain some consistency in the file naming process.
Be specific
Use specific and logical names, and include the date when naming your file. The objective is to identify what the file is without having to open it. Therefore, if you’re sending a payment reminder to your customers, you can name the file “pymentreminder091613” rather than just naming it “reminder”. In the latter case, you’ll have to open the file to know what it contains.
Real time filing
Place your documents in the correct folder the moment you create them. Develop the habit of using the "Save As" to save and file your documents at the same time. This will save time and the effort of organizing a cluttered mess later on.
Order your files for convenience
Place an “AA” or “!” at the beginning of the file name for those files that you use often. Those characters will ensure that the files are always at the top for easy access.
Cull your files regularly
Sometimes it’s easy to identify old files if you organize them into dated folders. But you can reduce clutter and move files out of the way by deleting unwanted files or creating a folder for “Inactive” files. Micro Com Systems offer a similar solution for reducing clutter caused by your paper docs.
Don’t forget to backup
Create a schedule to consistently backup your files. It’s the only way to ensure you have them if something happens to your computer or mobile device.
About The Author:
John Hoskins recently helped his office go paperless. An avid blogger, he enjoys sharing what he has learned by posting on the Web.
