Computer Filing

by Hettie Woehler
(last updated May 23, 2017)

If you are used to paper filing, you may find it somewhat difficult to switch to computer filing. The first thing to become familiar with is the fact that you no longer can physically handle correspondence. No physical document and no filing cabinet! Once you are used to doing it electronically, you won't want to go back to physical filing.

  • Where to start. To prevent folders to be created in many different places on the computer, Windows offers its My Documents, or just Documents, as the filing cabinet for its users. A shortcut on the desktop or in the start menu gives immediate access to all your folders and files.
  • Naming folders. Think and plan before you create new folders. Make a list of all the main topics E.G. Training, Meetings, Projects, Personnel. Be as specific and descriptive as possible. When you are not at the office and someone else need access to those files, they don't want to spend hours figuring out what all your clever codes mean.
  • Separate personal files from business. Never mix your personal folders with the business files. Keep personal and business folders separate. Don't store confidential personal information on the business' computer. If you have to do something in a personal folder, place it on a memory stick and copy the files to your personal computer as soon as possible.
  • Topics and levels can help. The next level will be the topics for each folder. Your Training folder should hold the different training courses the company offers, scheduled dates for each course. Once a folder holds more than 50 folders, it is time to split it in smaller portions. People are too lazy to scroll down, when they don't see the file on the screen immediately, they assume that it is not there.
  • Don't forget to backup your system. Your hard disk damaged and all your hard, important work gone! Regular backups is high priority for any computer user. Don't backup to the same disk you are working on, backup to a CD or DVD on a regular schedule. The IT department of large companies automatically schedule time to backup the system. It is advisable that you make regular backups too to ensure no important data get lost. Keep the backups in a safe place, not in the drawer of the desk or in your handbag. Because all your folders are saved in one place, backups is easy as you need only specify the Documents folder with its sub-folders and it's done.
  • Keep up with your system. The best filing system in the world is useless unless you keep it up. Save files in the correct folder immediately to avoid a lot of frustration to try and figure out where which documents should be filed. Time is money and time is precious.

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

Mobile Filing

Considering how the price of office space is raising yearly, and sometimes even twice yearly, storage space is at an ...

Discover More

Safe Garage Organization

Is your garage neat and organized? If not, be sure that you don't forget one of the most important aspects of proper ...

Discover More

Storage Cost

The moving van stores your beloved household and furniture items while on route. You don't pay only for transport, you ...

Discover More

Cordless, Compact, and Powerful! DeWalt's 18-volt drill-driver kit packs a big punch in a small package, with a powerful high-performance motor tucked away inside a compact design. A great addition to the tool chest of any professional or DIYer! Check out DeWalt 18-Volt Drill/Driver Kit today!

More Organizing Tips

Organizing Receipts

If you are looking to save some money, and create a budget, then one of your biggest tools will be your receipts. ...

Discover More

Organizing Sheet Music

Musical talent is a great gift to possess. Having easy organized access to your sheet music will provide you with endless ...

Discover More

Organize Photographs and Negatives

Photographs can become a wonderful way to share memories and pass them along to future generations. However, if there is ...

Discover More
Subscribe

FREE SERVICE: Receive an e-mail several times each week with a featured organizational tip. Enter your address and click "Subscribe."

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}] 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 seven minus 2?

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


Subscribe

FREE SERVICE: Receive an e-mail several times each week with a featured organizational tip. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)