Many people have probably been in a situation where you had to search for the necessary file for a long time, and you remembered exactly that you saved it, but you don't remember where exactly. To avoid such situations in the future, we will give you some tips that will help you organize your files.
Don't save unnecessary documents
The habit of saving all incoming documents is a bad helper in this case. A large number of files contributes to the clutter in folders, and also complicates the search in them. Take a few seconds to familiarize yourself with the file and decide whether you need it or not.
Be consistent in naming folders and files
Use short but understandable names. If necessary, use the date and version number of the document. Most importantly, stick to the same principle when naming folders and files.
Keep shared documents together (no matter what type they are)
For example, Word documents, presentations and tables related to the same project are better stored in one shared folder than each document in a separate folder. This way it will be much easier to find them.
Separate the current work from the completed one
Keep the documents on the current project in one folder. After its completion, move them to intermediate folders, from which you periodically (week, 2 weeks, month) transfer them to the archive of completed works.
Don't overfill folders
If you have accumulated a lot of files (so many that you have to use the scroll bar) in the main folder, create subfolders and distribute the files among them.
Use the search
Some search resources offer their own software for searching files on the local computer.
Keep backup copies of files
Everyone knows this very well, but they rarely use it.
Use the “Tickler” method to organize files
“Tickler” (also known as the method from “43 folders”) consists in creating 12 folders according to the number of months in a year, within each of which subfolders are added according to the number of working days in each month. Thus, you will have one folder for each day, into which you will transfer all the necessary files. If the work is not completed by the end of the day, then all documents are moved to the folder of the next day.
Naturally, there are no universal tips and recommendations that would suit everyone. Use those that meet your needs and requirements.
via Managing Your Documents… and Your Time
