Organizing Electronic Files (by Jeff Baygents)

Organizing Electronic Files
by Jeff
            Baygents
There are basically
            two approaches to setting up directories. Think of the old
            3-view approach concept that libraries used: Locating books
            (like files) based upon author, subject, and title. Some
            people will setup files on networks with their name as a
            folder title (similar to “author”). I always recommend they do
            away with this. Word & Excel documents already store
            internally who the login user name creator of the file was so,
            this information under a folder by the person’s name isn’t
            needed. Also, most people will search for UNKNOWN computer
            files based upon FUNCTION, not by an unknown author. That
            leaves two areas to sort by: Title or Subject. Most of the
            time a title will describe its function and since each folder
            sorts all file titles alphabetically, we don’t need to worry
            about titles since that’s already built-in. What remains is
            “Subject”. This is the key of organizing computer files. It is
            this concept of “Subject” that is definable in one of two ways
            that will determine how you setup your files.
           
            “Subject” is equal to “Function” so these terms might be
            used interchangeably. Before continuing, here’s a hard-nosed
            rule. NEVER save documents, files, etc. under a folder, which
            is under a software application/program! This is for several
            reasons. One important reason is that during upgrading
            sometimes folders are deleted and replaced (and that includes
            any subfolders!) without checking for any folders under them!
            Another reason is that you don’t organize the saving of files
            based upon the application that created them. You save them
            based upon the FUNCTION or SUBJECT matter, which is totally
            separate.
            The difficulty will always remain in that many files have
            multi-functional use. For example, a Word document might serve
            the function as being a Flyer, a Marketing document, a Sale
            document, or a one-time Promotional Mailer. What do you name
            the folder you put it under so you can find it again? This is
            the method I recommend that tends to satisfy all companies and
            individuals; I hope it helps you.

            STEP ONE: Work with all of your currently
            existing files first and move them to new folders that you
            will now create as follows.
           
             
              Create a totally separate drive letter for your saved
              files (or at least a totally separate folder on your c:\
              drive). Name it something like “DATA” or “DATA&DOC” or
              “FILES”; keep it 8 or less characters because of many old
              remaining DOS file readings will only see 8 characters
              when you transfer files to diskette or older tape backups.
              Also, clients might give them back to you with 8 or less
              characters due to the software they currently use. For
              now, let’s say you named a new folder as “FILES”. 
              So, it now appears as “c:\Files”.

              Pick an existing file as your first file to move.
              Decide a name for the functional use of that file.
              Using the example mentioned above, would you search for it
              first as a flyer or as a mailer or whatever.
              Create a folder e.g., “FLYERS” under “c:\Files”.
              MOVE the file to the FLYERS folder.
              Pick another existing file by repeating the process
              from ‘b)’ and continuing until all files have been
              relocated.
            STEP TWO: Look at how many files you have
            under each folder. Here are some ideas to consider.
           
             
              If you have an excessive amount of files under one
              folder then, consider relocating those files under other
              folders or create some subfolders to further determine
              their SUBFunction, e.g, “Flyers/Mailers, Flyers/Promos,
              Flyers/Marketing, ...”
              You have to decide if a flyer should go under
              c:\Files\Marketing or under c:\Files\Flyers\Marketing.
              This is what makes you file system dynamic and changes
              periodically. That’s why it’s important that you keep
              files under their PRIMARY function first.
            STEP THREE: Create new empty folders for
            future files. To keep a consistent train of thought, create
            any remaining folders for other FUNCTIONS you may not yet have
            files in existence.
            STEP FOUR: Create a shortcut to Windows
            Explorer that default opens and expands your “c:\Files”
            directory for quickly finding files to open. Tip: Create a
            shortcut using the following path “C:\WINDOWS\EXPLORER.EXE
            /n,/e,c:\Files\” as your default access to you custom files.
            “C:\Windows”, of course, refers to your Windows directory,
            which you might have named it something else, like “Win”.
            STEP FIVE: Consider other separate folders
            for major functional file areas such as MEDIA (clipart,
            photos, sounds, movies, etc.), TECHNICAL (software patches,
            drivers, downloaded betas, etc.).
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Copyright ©
            1997-2002 by Jeff Baygents. All rights reserved.