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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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