Digital Filing

Written by Hettie Woehler (last updated September 3, 2019)

Digital Filing resembles hard-copy filing in that both need practical, well-named regular attention. In the same way a filing cabinet draw can become an unorganized, impossible to find wasted space, your filing system on your computer can become even worse. The following paragraphs will help you to organize your hard disk in a neat, practical and easy-to-live-with storage unit. Start by becoming familiar with the filing systems that you currently have in place. If you give non-descriptive names to files and folders you will have to be very good at remembering what you called a specific file and in which folder did you file it. Whether you use a numeric or alphabetic filing system, clear file names are essential.

Here are a few suggestions to help you set up a logical, easy to understand, easy to manage and therefore a time saving system:

  • Create a logical structure. Your "Documents", or "My Documents" folder, is where most Windows programs create your personal files. We suggest you map a structure for your personal or business needs first on paper. Decide on the necessary categories and subcategories. Windows 7 automatically indexes the files and folders in the "Documents" folder. If you create folders in other locations on the hard disk, remember to have Windows index them too. This makes it easy to find any document or folder in seconds.
  • Naming a file or folder. Files and folders should be named according to the topic, such as New Clients, Sales Personnel, New Orders, and so on. This will allow you to later on easily find the specific folder or file that you want or need.
  • Backup folders. It is not advisable to backup folders to your hard drive as the disk may be damaged and all your backups will be lost. Storing backups to a stick is not a good idea either as the stick can be easily lost or damaged while you carry it with you in a bag. Backups should be stored on either a CD-Rom or DVD disk and locked in a safe place. There is no reason to put backup disks in the draw of your desk or in an unlocked shelf.

In conclusion, if you want to create a viable and easy to use digital filing system follow the logical structure of Windows 7. Utilize the Windows 7 library system to index all of your files for easier access, and ensure that you have your folders and files logically named. Never forget to backup all of your documents, files, and folders so that even if there is a problem with the computer, you can still access the files. Enjoy your digital filing system.

Author Bio

Hettie Woehler

Hettie lives in Mokopane, South Africa. She writes articles for a country-wide monthly newspaper, The Vessel. She self-published a devotional book in 1993 and writes a regular column, Hettie's Chatterbox, for the S.A. Neuromuscular Foundation. ...

MORE FROM HETTIE

Air Cleaning Equipment

If you happen to have severe allergies, then air cleaning equipment isn't just a nice luxury, but an absolute necessity ...

Discover More

Organizing Closets

Portable closets are a great way to not only keep your clothes great while you travel, but also help in organizing your ...

Discover More

Locker Storage

Who will use locker storage? Businesses allocate lockers to their personnel for safe storage of personal items such as ...

Discover More

MAX Power! A powerful lithium-ion drill/driver that delivers 0-to-650 RPM and 115 inches-per-pound of torque in a lightweight, easy-to-use package. An anti-slip soft grip and LED worklight makes this tool a delight to use. Check out Black & Decker 20-Volt Cordless Drill/Driver today!

More Organizing Tips

Paper Filing

Too many papers can create unsightly clutter. Fix this problem by filing your papers in an orderly fashion.

Discover More

Organizing Paper Files

Just about every piece of information that we need most in our lives is often contained on paper somewhere. Instead of ...

Discover More

Filing Software

Filing software can be a huge help to you whether you run a business, or simply have a large hobby that needs some ...

Discover More
Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)