How to organize computerized information for quick and easy retrieval?

Before we go in detail about organizing computerized information let us take a look at how does one usually organize one’s physical documents.We all know that to store and organize document physically, we use files. All important files are kept in either cupboard or filing cabinets. Your PC also has almost similar arrangement. Windows OS supports concept of Files and Folders. Here, a folder symbolizes a shelf or filing cabinet or may be a cupboard, and files can be understood as our physical documents.So, is the first step cleared? All your important data is in the format of files. Correspondence may be in word files having .doc as extension (surname of file, by which computer knows it easily), your financial data may be in .xis files etc.Thus the primary activity which needs to be done is to prepare a chart of how many different folders arc required for your organization? Following chart may provide some idea as to what kind of folders can be required.

Having decided the folders, the next most important aspect of organizing data in a proper manner is to provide a suitable file name. Although an extension is associated with the application, but in most of the applications, giving proper or understandable name of the file is users’ prerogative. I have seen many people who do not bother to give an appropriate file name. E.g. word usually understands first line of your document as title and if you directly save the file, it uses tide as name of file. Thus if you have written “Dear Sir”, it will make file

name as dearsirdoc . Now, after having hundreds of documents how would you know what is inside the dearsirdoc ? Once you have clarity about how to keep those names of folders so that anyone can easily find required data, the next important point is how to ensure that only right people have access to the right kind of data? We shall cover this aspect in the next issue, till then why don’t you start organizing your data in a proper manner?

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