subject: Computer Organization Tips: Keep Files at Your Fingertips [print this page] Computer Organization Tips: Keep Files at Your Fingertips
Keeping the files on your computer organized and up-to-date is critical. The goal of computer file management is to ensure that you can find what you're looking for, even if it was filed years ago. The following file management tips will help you keep your files at your fingertips:
Create Folders
These are the drawers of your computer's file cabinet, so to speak. Use plain language to name your folders.
Nest Folders Within Folders
Create other folders within these main folders as needed. IT Radix recommends that clients use the same filing structure for their documents as they do for their email (e.g., a "clients" folder and then individual clients below).
Follow Consistent File Naming Conventions
Be specificgive files logical, identifiable names and include dates if possible. The goal when naming files is to be able to tell what the file is about without having to open it (e.g.,2011.01.01.Security Agreement XYZCompany). Placing the date at the beginning of the filename forces files to be listed chronologically.
Cull Files Regularly
Keep your folders uncluttered by clearing out old files. Do not delete business-related files unless you are absolutely certain that you will never need the file again. Instead, create a folder called "Archive" and move old files into it when you come across them.
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 save it in the correct place right off the bat.
Back Up Your Files Regularly
Not only is it important to set up and follow a regular back up regime, but it's imperative to periodically check to confirm that backups are indeed working successfully.
A small bit of time and effort spent adapting these file management tips today will save you a lot of time and aggravation down the road. Let ITRadix help you take a proactive approach to your file management needs.
IT Radix provides fully outsourced IT Support for small to medium-sized businesses. We do everything that an internal IT department would do--only better and for less. We handle all aspects of your IT department including server/desktop administration, networking, end-user support, vendor management, IT strategy, budgeting, and more. Simply put: We run your IT department.
