In a separate article, I outlined the steps to clean and organize the “desktop” of your computer. In this article, I share with you the best practices for organizing all your electronic information (e-mail, data files and Internet browser bookmarks) for easy navigation and quick retrieval.
The good news is that our computers already have the capabilities and often the tools to organize and retrieve all the seemingly “lost bits and bytes” of essential information we need right now.
Why are so many people scratching their heads and sweating when they can not find what they need, when they need it? The answer is that they do not use or effectively use the best practices of filing and naming files. Plus, they might not use the best tools to find these elusive files.
Tips for archiving data on your computer’s hard drive:
1. Create top-level folders named significantly in your favorite mail program, in your Windows Explorer, and in your Internet favorites (or bookmarks);
2. Create subfolders (under the top level folders) as needed; As a general rule, go from the general folder (top level folder) to the specific folder (subfolder). In other words: electronic invoices (higher level), below which you will create specific subfolders, such as electricity, gas, telephone, etc.
3. In your email program, try to limit top-level folders to a dozen. It is easier to drag and drop emails in their own place of rest. On your hard drive, for all your other electronic files, create as many top-level folders as you need for easy navigation.
4. Always create and name your own folders. Do not let the computer do it for you.
5. Always check the dialog box when saving a document. Make sure it points to the desired folder and creates the desired file name.
6. When archiving an email, edit the Subject line, if necessary, to facilitate recall or discovery. If the email has no subject, be sure to give it to him. Unfortunately, many people forget that the most important part of an email is the subject line.
Tips for searching data on your computer’s hard drive:
1. Always have a well-constructed folder hierarchy with meaningful folder and file names; Stop and think when you create and name folders and files. After all, you want to make it easy for you to remember or recognize them.
2. Once you have built your folder hierarchy, you can use Windows Explorer (not to be confused with Internet Explorer!) To browse your folder tree and find the file you need.
3. Newer Windows operating systems, Windows 7 and later, provide an integrated search feature. By clicking on the Windows icon (bottom left of the screen), you get a search bar, which is extremely efficient for searching most files on your computer’s hard drive. While this is a valuable aid, it is always strongly recommended that you use your own best practices for structured folder hierarchy and file naming.
4. Programs, such as MS Outlook, have an integrated search function for each of their components, such as e-mail, tasks, calendar, contacts, notes, and so on. Make sure you know how to use it effectively. Remember to think about the future and put keywords (such as in your contacts) for easy recall. It is not certain that you will remember the name or company one year in the future.
