Information Organization - Organizing Files and Folders
In order to find and enjoy all of the information you continue to collect on your computer be it photos, files, email, videos, music,home movies etc, you will find yourself needing to rely upon these things:
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A consistent approach for naming Folders and Files
"My Computer"
- Search tools
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Some level of dilligence
Folder and File Names
Having some type of approach for naming folders on your computer goes a long way toward helping you to manage your information. To that end, consider creating a list of keywords and use these everywhere where you group or categorize things (e.g. physical filing cabinets, My Documents, MS Outlook categories, email folders, computer folders, MS Money / Quicken categories etc.). For example, within My Documents, there is a folder called Business. Inside of my physical filing cabinets, I have a hanging green folder called Business. Within my email program, I have an email folder called Business. Within Quicken I have a category called Business and so on. The intention here is to simplify and "normalize" how things are grouped and referred to.
Creating a similar set of keywords or abbreviatons for filenames will also be useful but keep it simple and light. The goal here is not to create more work but rather to bake in some very simple things which, over time, will increase the potential for managing your information as time goes on.
Take a look at the Organize Your Documents in Folders So You Can Find Them article and the 7 Tips to Manage Your Files Better for other ideas.
Search Tools
Utilize the search tools already built into your computer. For example, in Windows, click the "Start" button and then select "Search" from the right hand side of the Start Menu which pops up. Also consider boosting what already exists by using one of these:
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Windows Desktop Search
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Google Desktop (here is a description of what this does)
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Yahoo Desktop Search
Diligence
Create an approach which is easy for you otherwise it will not take hold. For instance, once you've created a folder structure make sure to use it...always . The initial goal is to introduce just enough structure to be useful by you and eventually any search tools which will become standard on your computer.
Keep in mind...
- Try not to make your folder hierarchies more than 3 levels deep (e.g. "Business" folder contains a "Real Estate" folder which contains an "Apartments" folder) otherwise it will become too combersome and you will stop using it.
- Remember that getting a new computer is pretty common and so you want to be able to easily move your "stuff" over as easily as possible. The structured approaches mentioned in this summthing, when adopted early and continually reinforced, make upgrading that much easier.
- Don't be afraid to try something out and then summthing else. Honing an approach which works for you is something you will continue to build upon, share with friends, utilize at work and possibly pass on to your family.