Files Should Be Searchable

By Author: Debbie Cook
Total Articles: 2
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Files should be Easily to Search

Files are stored in a computer and files are stored in filing cabinets. Not much difference as far as the content. With that in mind there is no good reason to use a different thought process to name them. Ultimately, locating the file is the goal.

Duplicate files cost time, money and effort. A file named auto might be a duplicate of a previous file named vehicle. A person's name could be first then last or last then first such as Debbie Cook or Cook, Debbie. Six months down the road the hunt is on. Valuable time is lost and you look incompetent.

As you set up a filing system - whether physical, computer or both they should be grouped by category. I say this knowing that some of you reading this will strongly disagree with me. That is OK - I just believe that for most of us, my way is the most efficient way.

The most important rule to follow is consistency. Remember, retrieving the file is the goal. If you can remember any part of the file name you can find it through this method. For example, reporters keep files for future story ideas. The category could be ...
... Reference or it could be Expert. The file name itself could be Technology. The file would look like this - Reference - Expert - Technology. Then it could be expanded to Reference-Expert-Technology-Cook, Debbie. This saves time when searching for an expert quote to use in the next story. Another similar file could be Reference-Expert-Organizing-Cook, Debbie.

A tip for naming you computer files is to use the same names as you do in your file drawer. I scan paperwork - then some gets shredded and some gets filed. If the name is the same both in my drawer and in my computer, the search process is extremely easy. As long as I can remember even part of the file name is can easily be found.

Debbie is a freelance writer specializing in technology and is a Professional Organizer. Contact Debbie at deb@debbiecook.com and at www.debbiecook.com