How
to Organize Your Computer Documents
By K.J. McCorry
 The average worker loses now over two hours looking for misplaced
documents and emails on their computer and over 95% of the
data receive is in electronic form. Creating a paperless office
can be a difficult challenge when your electronic directory
is not organized and you don't trust your electronic filing
system. Here is information on how to create an organized system
of managing your electronic documents to improve data efficiency.
Creating an Electronic File Structure
Some electronic files are stored in an organizing structure
that has virtually no rhyme or reason. Sometimes electronic
documents are stored under a single file folder, which is similar
to storing all paper office documents in one file cabinet drawer,
with no hanging files or Manila folders to categorize them.
Stashing all your documents within a single folder makes access
time-consuming.
It is best to create an electronic file hierarchy structure
that is parallel to your email and/or paper file structures.
This keeps data organized under one structure instead of trying
to maintain multiple structures.
An example of a file hierarchy structure
in Windows Explorer.
Choosing a Storage Location
Before creating your electronic filing structure, you need
to determine where you want to store your electronic data files
on your computer. If you work in a company on a networked system,
most likely your IT department gave you a personal file folder
or drive space on the server that usually is named your first
initial and last name. This might be the best location to store
your electronic data because the server systems are usually
backed up nightly. Some individuals prefer to keep their documents
on their hard drive, or C drive, and not on the network server
because they find it is easier to access and more reliable,
especially when traveling. If you select this option, be sure
to determine a backup plan.
It's best to set up your file structure within one master
folder; this makes backing up and moving stored files easier.
If you choose to store your data on the C drive, you might
want to use the existing folder called My
Documents to hold your electronic data. If you choose to
store documents on the network or a different drive, you might
have to create a new folder called Data or My Documents to
begin your electronic file structure.
Organizing Your Files
Create your electronic file hierarchy system first, before
you begin to reorganize the electronic documents you want to
file within it. With your system in place, you easily can drag
and drop files into the appropriate file folders, without stopping
to create a new file folder.
Step 1: Open up the File Manager
If you're working on a PC, you can use the standard Windows
Explorer program to organize files. Select Start, All
Programs, Accessories, Windows Explorer to open the program.
Or for a quick shortcut, you could right-click the Start
button and select Explore to open Windows Explorer. For Mac-based
systems, just click the Mac Drive icon on your desktop.
Step 2: Create a Folder View
Once in Windows Explorer, click on the Folders icon in the
toolbar. This view simplifies organizing electronic files
and makes it easy to drag and drop files and documents
from one pane into another. In this double pane column
view, the left side lists all primary files and drives
and the right side lists the contents of a highlighted
folder. For the Mac-based systems click in the view that
offers multiple columns.
Step 3: Creating File Folders
Electronic file folders are designed and viewed in an outline
structure sorted in alphabetical order. To create a new
file folder in Windows Explorer, highlight the file or
drive in which you want to create the new folder (such
as 'My Documents' or 'Data'). In the toolbar, choose File,
New, Folder. Initially the file folder is named New Folder
and the name is highlighted; type in the new file name
to change the name of the folder. If you accidentally click
out of the new file before you have typed in your file
name, just right-click on the new folder and choose Rename
from the context menu.
Step 4: Move Files and Documents
To move files into folders, merely click and drag the document
into the file folder. Within your file system you can create
multiple layers of sub-files. Try to stay within 5-6 levels
to keep simplicity and ease of use with your system.
Creating Subcategories for Your Documents
When a folder has more than 30 documents in it or over a
screen view length, consider subcategorizing the folder contents
by creating subfolders. For example, if you have a file folder
titled Staff Meetings with more than 50 documents of meeting
minutes for the past four years, create chronological subfolders
by year and store each year's minutes in the appropriate subfolder.
This sub-categorization simplifies the process of finding meeting
minutes from the current year. It also makes it easier to purge
older minutes.
Create the subfolders using the same process you used to
create the master folders. Begin by highlighting the file folder
within which you want to create the subfolder. For Mac users,
you must first open the folder window to create subfolders.
An example of developing sub-categories.
Developing Standard Naming Conventions
Choosing standard naming conventions for your filing system
will help you name, file, and locate your electronic documents.
Some categories of paper files always have a standard coding,
such as personnel files that are labeled with last name, first
name and (possibly) Employee ID number.
Creating standard file names for your electronic documents
is similar to using standard file names for your paper files.
To create standard naming conventions, consider the data that
should always be entered in first, then the next set of data,
and then the next.
Such as; Financial Reports: date_type of report_name of company,
for example, "04-01-2005_Balance Sheet_ABC Company"
A sample of creating standard naming
conventions.
Adding Metadata
Metadata is data describing context, content and structure
of documents. With each document you can add-in ‘metadata’ which
includes words and properties to a document to help search
for it in the future.
In Windows Explorer, you can add in metadata by either going
to File/ Properties or right click on the document and choose
properties. Click on the Summary tab and insert the data. If
you click on ‘Advanced’ you will see other fields
and properties relating to that particular document.
A view of the Summary window to
enter in metadata for documents.
File Organization Software
Here is a list of some specific software that can help with
file organization. Most of these programs function very similarly
to Windows Explorer. Although you needn't use file management
software to create or organize your electronic files, those
programs typically offer additional functionality you might
find useful in organizing and maintaining your electronic records.
Universal
Explorer: This PC software actually replaces Windows
Explorer as your file manager. It offers the capability
to view documents without opening them and to compress
documents into .zip files.
FileQuest:
This PC software enables you to view file folders in multiple
panes, thus making viewing and organizing files and documents
easier.
PowerDesk: This
PC software offers the feel and look of Windows Explorer
but provides the capability to simultaneously search over
multiple drives. You can also compress files and enable password
protection, if desired.
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