subject: Keeping Files in Computer [print this page] Keeping Files in Computer Keeping Files in Computer
Keeping files in computer need organization that will be helpful by the time you need to open a company file in seconds. Every time you are in quick search, getting confused or forgetting folders where the file located will take much time!
Storing work-files in computer is basically the same as keeping paper files in file cabinets. The only difference is that the computer files are untouchable, so they need you to memorize anything well as the names of the folders are not physically visible right in front of your eyes.
In naming files, you should use logical, specific names to ease you during the search. The file names allow you to know the contents or what the files are about without opening the files. For example, if a file is a letter to a customer that reminds him of an overdue payment, you can name it "overdue120709", in which the date follows the word "overdue" to make it clearer.
Remember that the best time of filing is the time you create the file. In this case, after you create the document, go to "save as" button and locate it directly to the folders it should be. Classifying files long after the making is not effective, since you may forget where to locate it, and of course, it takes a long time.
Some folders are accessed so often, while the others are not. Knowing this fact, you can make the most-accessed folders on the top list by naming them with AA at the beginning of the folders' names. It really helps you as you no longer need to scroll your mouse down just to find your desired files.
Losing files could be the most terrible thing ever! To prevent data lose, you should remember to copy the files onto another drive or onto tape. You just do not know what will happen, but you will have a peaceful mind knowing that your files are safe somewhere.
