Thursday, June 24, 2010

Computer Filing Made Easy

Keeping track of electronic files can be a challenge even for Professional Organizers.  One solution is to let your computer do all the filing work for you.

Your computer reads files names from the left whether they include numbers or letters.  It will automatically file letters by alphabet.  Alpha filing is great when you have a few files so it is a good solution for folder names.

Consider labelling series of files such as minutes, agendas or regular financial reports by number and let your computer keep track of the order in which they ought to be files.  Try starting a monthly series of files with the numbers 1 through 12.  The beginning of your year - regardless of what month it starts - will always be at the top of our file list.  Using dates can accomplish the same thing.  If you have files that make up a series or are date sensitive, start the file name with the date rather than finishing the file name with the date.  Remember to put the yymmdd format so that the computer will file in chronological order.  Here are some examples:

  • 1 Financial Statements Jan 2010
  • 2 Financial Statements Feb 2010
  • 1 Minutes ABC School Council Jan 23, 2010
  • 2 Agenda ABC School Council Feb 18, 2010
  • 2 Minutes ABC School Council Feb 18, 2010
Let the computer do your filing work for you so you can get on with more important things!

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