Management Basics
Storing files can sometimes be a pain.
Sometimes you just forget on what folder you saved them and sometimes you name something because of the initials of each word, and then you wonder to yourself “What in the world does that even mean?!”
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But the problem is this is not the correct way to organize files, and let me explain to you how to organize said files properly:
Use the default installation folder
Use the default file sites when setting up application programs. On Windows, the convention application program folders exist in the Drive Letter – Program Files index.
Use one place for all the documents
Locate all files under a single “root” folder, like simply the My Documents folder on Windows.
Or create a new folder and save all files in subfolders inside this new “root folder”.
Construct folders in a reasonable order
Use simple language to name your folders, and use complete names instead of abbreviations as possible. For you not to forget and then wonder what do they mean at all.
Case folders inside folders
Generate other folders inside these main folders as it is demanded. For example, for saving files you should store month by month, like school projects to present at the end of the year.
Follow the file naming rules
Some operating systems do not permit spaces in file or folder names, so avoid this if your computing environment is mixed. Instead, use the underlines (e.g. Sample_Files) as a delimiter. Meanwhile, systems such as Windows do not allow characters such as / ? < > \ : * | ” ^ in file or folder names.
Be Specific on the naming
Make sure to give the files specific names, and more importantly them to be coherent, for you to know what each file is about without opening it or looking at a screen preview.
File while you work
File the documents as you first create them, don’t wait to make it when they are ready and you have spent the past days just looking at the Recently Opened documents on Word without truly knowing where they were stored.
Order your files for your suitability
If there are folders or files that you use and open a lot, make them go to the top of the file list by renaming them with a letter A, AA or an ! at the start.
Clean out folders on a regular basis
For the memory capacity to not overcharge, then cast-off the files that you no longer need on a regular basis.
Back up your files
Have a backup for all your information, let it be on a USB device, a CD, or whatever; just to not run the risk of the info to get lost if anything happens to your main device.
Good file management makes finding what you want easy
Managing electronic documents have to be part of a general document management strategy for your business. A proper document management strategy must consist of all facets of handling documents, with stowage, recovery, holdups, and safety.
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