Module nine organizing files and folders. Being able to find a particular piece of information when you need it is essential to being productive. Some studies estimate that people spend up to an hour and a half each day looking for things. This module will give you some ways to keep your files organized. Organizing paper files. To retrieve materials quickly, you'll need an effective filing system that includes three basic kinds of files.
Number one working files materials used frequently and needed close at hand. Number two reference files information needed only occasionally. Number three archival files, material seldom retrieved but that must be kept. For ease of retrieval organize files in the simplest way possible. For example, you could label files with a one or two word tag and arrange the files alphabetically. Organizing electronic files even with advanced search tools, it is important to organize your computer files and Including your email in a way that makes sense to you and enables you to retrieve information quickly.
One of the most common ways of organizing electronic files is to create a folder for each project or task and then create subfolders as appropriate. For email, you may want to create folders for correspondence with particular people. To take organization a step further use operating system or search program features like keywords, tags, jump lists and virtual folders. scheduling, archive and cleanup. In order to keep your files organized, you must clean up and archive your files regularly. Set a consistent date and put a reminder in your calendar.
This could be at the end of each month, the end of each quarter or at the beginning of each year. It depends on what works for you. For paper files, go through your working and reference files and move any old items to archive files, being sure to label and store them consistently. Likewise, go through your archive files and see if you can throw anything out. Be sure to shred sensitive document For electronic files, there are many applications to help you archive your data. Many email applications offer an automatic archive feature.
Likewise, you can move files to a CD, DVD or external storage area. This is also a good time to perform a backup of your entire system.