5s to Manage your Digital Files

Best Practice / Program and Project Management

5s to Manage your Digital Files
Albert Anthony D. Gavino , Analyst, Philippines

Have you ever tried using 5S on your Laptop or Desktop computer?

Organizing your Soft Files

In this day and age, would you use 5S to organize your laptop, desktop or even your web content, Do people these days organize their soft copy files. Imagine if most users are able to organize their files in such an efficient manner that its easier for people to use such standards.

  • Organize your folders We all know how easy it is to dump files into the wrong folder when we're in a hurry. But one way to make sure you keep your files organized is to remove the clutter with a filing system that makes sense for the way you use your computer. Here are a few tips to get you started:
  • Start clean. Begin by deciding which files you no longer need on your hard disk drive. Think it through. Take the time to plan the best way to organize your files. How do you spend your time on the computer, and what do you create? Do you work with photos and image-editing software, surf the web, write short stories, research school projects, or play games? The folders you create in Documents (called “My Documents” in Windows XP) can be easily tailored to show you just the kind of data about your files that you need to track. For more tips about creating a well-organized filing system, see File organization tips:
  • Use subfolders. After you have an idea of the kinds of items you produce and want to save, create folders and subfolders to store your files. Be sure to use logical, easy-to-understand names. For example, within Documents, you might create additional folders called Projects, HR Benefits, and Career. Then, within the Projects folder, you could create subfolders for each different project.
  • Clean your files periodically. After you have set up your file system, inspect and clean it regularly. Routine maintenance tasks, such as deleting old or duplicate files and folders and making sure that important files are in the right folders, can save you a lot of time and frustration.
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