How To Keep The Files Well-organized And Up To Date

Developing technology leads you into an era where almost all of your files are not in a form of paper. Although the "untouchable" files in your computer have made your room tidier, it does not mean that you do not need to manage the files.

You may open some work files regularly in a daily or weekly basis, so you know exactly where to go to find the files. However, there is always a situation when you will need to open certain files, and your boss does not accept any reasons that you forget the folder name! That is why it is so important to keep the files well-organized and up-to-date. Read this following to get an idea.

Based On File Types - You need to decide whether you will keep your files in the My Documents or Local Disk D and no where else. Make folders based on the file types, such as Word, PowerPoint presentation, Excel, etc. Then, you may add sub folders classified by months, clients' names, or activities, but this is optional. It is really helpful anytime you need to find things or to run backups.

Plain Language for Folders' Names - Complicated folders' names are undoubtedly confusing in quick search! Since computer folders will act the same as file cabinets, you should name the folders with "readable" words, in which abbreviation will cause deeper confusion, making you wonder what the letters mean.

Further, if you classify the folders based on the clients' names, you better name the folders with no spaces as it will ease you when you forget a client's name, such as blainejohnston instead of Blaine Johnston. For letters, you can name the folders "correspondence", or use "invoices" for the folders that contain your company's invoices. Do not let your boss waiting for you angrily just because you cannot find the files!

By: Roger Elliott

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