WELCOME TO APRIL, 2010

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LET'S GET DIGITAL!
ORGANIZE YOUR COMPUTER FLES ONCE AND FOR ALL

By Diane Snead

PDF.  xls.  vcf.  Our world seems to revolve around electronic documents.  Even though paper is still ever present, more and more companies are keeping their documents electronically.  However in my experience, I find that those “Paperless” companies have a false sense of organization.  While there may be fewer papers spread among the office, true organization has little to do with the actual form of information and more on how easily the information can be retrieved.  Why trade your paper mess for an electronic one?  This month, let’s focus on getting those computer files organized and keeping them that way!

A common misconception I find among individuals is that computer files should be treated differently from paper files.  Information is information, regardless of where it’s stored.  Treating your computer files the same as your paper files will help keep you organized.

The amount of electronic data can be overwhelming.  It’s so easy to just hit “save” – at least you have the piece of mind the data is not lost forever.  But is it?  Arbitrarily saving files onto your hard drive (or in your “My Documents” folder) is equivalent to tossing every piece of paper into a large box.  Sure, the information is there.  But if you can’t ever find it again, what’s the point of actually keeping it?

To create some sense out of your electronic files, you’ll need to establish a Master Filing Structure.  Similar to a draft outline, your Master Filing Structure is a guide to help separate out your masses of files into a logical hierarchy.  Begin with determining the highest level categories in your business – Clients, Financial Statements, Contract Documents, for example.  Now, add your sub categories – maybe under client files, you include “A”, “B”, invoices. 

Most importantly, think about how you will retrieve the information rather than grouping like with like.  For example, should you file all of your client correspondence in one “Client A” folder, or does it makes sense to keep some correspondence in a “Project B” folder?

Do you frequently work on large projects, where you’re using many different types of documents?  Consider creating an “Active” folder, right on your desktop, where you can TEMPORARILY keep those files.  Once the project is completed, move the files over to their proper folders. 

Does having lots and lots and LOTS of computer files and creating sub folders upon sub folders seem pointless?  There are many software programs available to organize the data for you.  Let’s talk about what options are right for you and your company.  And please; don’t forget to back-up your data!  A perfect filing structure is useless when (not if) your computer crashes, and we can help you sort through these options as well. 

Computer files may seem innocuous but they still deserve the proper attention to keep them – and YOU - organized. 

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