Tip #3321 - File Management Basics
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File
Management Basics
Thought file management
was only for paper files? Then you better think again! It’s just
as important to keep the files on your computer organized and up to date.
Just as with paper files, the goal of computer file management is to ensure
that you can find what you’re looking for quickly, even if you’re
looking for it years after its creation. The file management tips below
will help you to keep your files accessible so you'll never have any trouble
with them again in the future. Let's get started!
1.) Organize
by File Types
Make applications
easier to find by creating a folder called "Program Files" on
your hard drive. Keep all your applications there. For instance, the executables
for Word, PowerPoint, Simply Accounting and WinZip would all reside in
the Program Files folder. More than likely, a lot of your data will fit
into this category, so prepare enough time for yourself to go through
everything.
2.) One Place
for All
Place all your documents
in the My Documents folder and no place else. So, whether it’s a
spreadsheet, a letter or a PowerPoint presentation, it can be found here.
This will make it a lot easier to find what you're looking for and to
run back ups.
3.) Create
Folders in My Documents
These are the drawers
of your computer’s filing cabinet, so to speak. Use plain language
to name your folders. You don’t want to be looking at this list
of folders in the future and wondering what “TFK” (or whatever
other interesting abbreviation you invented) means.
4.) Nest Folders
Within Folders
Create other folders
within these main folders as the need arises. For instance, a folder called
“Invoices” might contain folders called “2004,”
“2005” and “2006.” A folder named for a client
might include the folders of “Customerdata” and “Correspondence.”
The goal is to have every one of your files assigned to a specific folder,
rather than having a bunch of orphan files lying around.
5.)
Follow the File Naming Conventions
Do not use spaces
in the file names, keep the file names under 27 characters and use all
lower case letters. So, a file named for a client should be "jackdawson,"
rather than "Jack Dawson." If you happen to break any of these
rules, at least be consistent about it.
6.)
Be Specific
Give files logical,
specific names and include dates in the file names if possible. The goal
when naming files is to be able to tell what the file is about, without
having to open it and look. So, if the document is a letter to a customer,
reminding him that payment is overdue, call it something like “overdue081206,”
rather than something like “letter.” How will you know who
the letter is to without opening it? Well, see the next point to find
out.
7.) File As
You Go
The best time to file
a document is when you first create it. So, get in the habit of using
the Save As dialogue box to file your documents, as well as, naming it
and putting it in the right place to begin with. This will help you out
so much in the long run.
8.)
Order Your Files for Your Convenience
If there are folders
or files that you use a lot, force them to the top of the file list by
renaming them with an "a," an exclamation point (!) or an "AA"
at the beginning of the file name.
9.) Cull Your
Files Regularly
Sometimes what’s
old is obvious, as in the example of the folder named “Invoices”
above. If it’s not, keep your folders uncluttered by clearing out
the old files. Do not delete business related files unless you are absolutely
certain you will never need them again. Instead, in your main collection
of folders under My Documents, create a folder called "Old"
or "Inactive" and move old files into it when you come across
them.
10.)
Back Up Your Files Regularly
Whether you’re
copying your files onto another drive or onto tape, it’s important
to set up and follow a regular back up regimen.
The search function
is a wonderful thing, but it will never match the ease of being able to
go directly to a folder or file. If you follow these file management tips
consistently, even if you don’t know where something is, you will
know where it should be. That's a huge advantage when it comes to finding
what you’re looking for. It doesn't get any better than that!
~ Ramachandran Kumaraswami
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