IT Professionals

Manage Your Files More Effectively With These Tips Part I

Posted by on Sep 23, 2008 | One Comment

File management is not storing all your files on the desktop. Nor is it storing files in two or three generic folders. Good file management is about a cohesive folder structure and a specific file naming convention. The goal of making it easy to find the file you are looking for, whether you created the file yesterday or five years ago.

Here are a few tips you can use in your file management strategy:

  1. Store applications in one folder
    When you install an application, you usually have the option of choosing where to store the application’s executable and other files. By storing all applications in a single folder, such as the Programs Folder, it will be much easier to locate them.
  2. Create a single top-level folder
    I highly recommend that you create a single folder for storing your documents. Alternatively, you can use the My Documents folder. Doing so makes backing up your files much easier. All you have to do is backup the main folder since the backup will include all the folder contents.
  3. Create subfolders within a main folder
    When I recommended creating one folder, I was not suggesting that all files be dumped into one folder. You should create subfolders to organize your files, such as you would use file folders within a filing cabinet. For example, if you create files for different projects, you should create a subfolder for each project. Be sure to use descriptive names for subfolders so you can easily identify the contents within each one.
  4. Create a second level of subfolders
    Within your main folder, create a single layer of subfolders based on topics, projects, etc. Within each of these subfolders, you can nest additional folders to further organize files. Keep in mind though, the more levels of subfolders you create, the more difficult it becomes to search for files.
  5. Follow a consistent file naming convention
    There is no right or wrong naming convention for files. Some people include spaces, uppercase letters, lowercase letters, etc. The important thing is that once you decide on a naming convention stick with it for consistency.

In Part II of Manage your Files More Effectively, I will provide you with a few more tips to include in your file management strategy.

  • Jerry Fowler

    I was showing this to several friends of mine that dump everything on their desktop and never can find anything. After they read your article they looked a little puzzled. You might want to use something that people can visualize. What I told my friends was to think of a calendar The major folder could be “2008″ then inside that one you would sub divide it into “months” and then subdivide that into “days of the month” I am sure you could come up with many such visual aids. Thanks for the great article and look forward to more installments.