Best Practices In Naming And Managing Files
Depending on your profession, managing files on a daily basis can be quite a hazard. Specially, if you don't have an organized way of storing files.
I recently exchanged my computer for a better one. I had to copy all files I needed from the old machine to the new. The transfer felt more like a house cleaning project! I am ashamed to say that there were many files with names such as test, temp,test1 etc Needless to say that I had to open each of these files to find out the content.
So, I made a resolution to better organize the files/folders, in my computer hard drive. After all, if paper filing systems were kept efficiently in the yester years, the new age filing cabinet couldn't be so difficult. I figured it would require a little bit of organizing and self-discipline!
With that in mind, I made a list and I am sharing it with you. I hope you would benefit from it too. I've been practicing this list for the past 2 days and found it to be practical and efficient.
#1. Use abbreviations I use abbreviations to group certain files. For example, If I write a post to for Enhance Life, I would save the document as "BLOG_". Likewise, I use an abbreviation that I recognize (and remember!) to group related documents.
#2. Use descriptive name Yes, Obviously! Something I can read once, and relate to!
#3. Specify the date There are a loads of documents that I come across which don't have a version. Rather than checking the date specifically I prefer an "at a glance view" of which document is latest. Also, keep a note that following a consistent date format is important too.
#4. Combine with underscore Well, It doesn't really matter whether its a underscore or dash. Something to distinguish the abbreviations, name and the date would do. Underscore works for me.
#5. Keep one copy only When there are multiple files with the same name in different directories it can be a major hassle to figure out "which is what". Thus, I do my best to keep one copy of the file.
#6. Save temparary files on the desktop This way I won't forget to delete the files, when the temporary lifespan is over! #7. Use Sender name for email documents There may be documents which are sent over the net for verification and modification. I choose to keep the sender name associated with the file.
Visit Shamelle's blog http://enhancelifethinktank.blogspot.com for more free resources.
Related Tags: organize, files, efficient, best practices
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