Digital Filing

by Hettie Woehler
(last updated February 28, 2017)

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. ...

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