Management is of
immense importance in a person’s professional and personal life. There is no
success without the efficient management. It can be time management, risk
management, facility management, file management and systems management. There is no escape from the management.
Throughout our professional and personal life, one thing which often leaves us
in trouble is inefficient file systems management. We save the file on a computer
in an unorganized way and then keep finding it when needed. Some tips for file systems management are
- Arrange files according to the types
In business,
certain types of documents are produced. For file systems management, make different folders for every type of file.
For example make a separate folder for account files, marketing files and
management files. You can name the folder according to your business.
- One Folder
Once making
separate folders, save them all in one big folder. Don’t save them to different
destinations. Saving all of them in one location will let you find the desired
file in time. You need to run full PC scan.
- Take printout of important files
For important
invoices and documents take out the printouts and file them in a proper file
cover. File systems management is
not limited to files stored in PC but it is extended to every type of file
management. So develop such system in your office too. Place each file
separately in their respective cabinets and name these cabinets too.
- Arrange folders date wise
For file systems management, it is important
that there is separate folder according to dates too. For example make different
folders for 2009 and 2011. Don’t save all of them in one folder. It is
difficult to find a single file from too many files. Same goes for hard copies
of the documents.
- Assign proper names
For a useful
file systems management, it is
important that each file is assigned with the proper name. The name should be
easy to memorize, logical and according to the nature of the document. Keeping
the haphazard name of files will result in chaos.
- Keep cleaning
Keep checking
and cleaning the folders from regular intervals. Delete the unnecessary files,
rearrange the saved files and arrange them in designated folders. System
cleaning is an important task which many of us usually neglect.
- Arrange files in order of priority
Arrange the
files according to their use. The files that are needed on a daily basis, like a
task report; they should be placed in an easy to access location.
- Keep a backup of every file
Keeping backup
of every file is must. There are chances of occurrence of an event which would
lose all the data on hard disk. If you have a backup, you will not be worried.
But, if there will be no backup, it will be a disaster. Business files are very
important and should be handled with great care. Make backup of files and
system in some other system.
- Install a file management software
With the new
technological tools and applications, there are a number of applications that
help in file management. Get one of this software for an effective and
efficient file management.
- An antivirus to keep files safe
For protection
of files and whole system, a good antivirus is necessary. Our computer system
is exposed to a number of viruses every day. To keep them away from reaching
the file and to avoid any chances of hacking, use of antivirus is necessary.
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