E-filing helps disorganized find files, save time, sanity

By K.J. McCorry

The average worker lost one hour a day because of disorganization, according to studies released in 1998. Is your computer part of the disorganization problem or part of the solution?

In today’s world, it seems disorganization is more related to the computer than the paper on the desk. The computer is becoming an important e-filing cabinet for all our work activity. With the onset of home offices and telecommuters, effective filing of your electronic documents can save you time and effort while making you more productive.

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Creating the paperless office can be a difficult challenge when your electronic directory is not organized and you don’t trust your e-filing system. The following are some easy steps to take to ensure that you can find what you need in a hurry.

* Create electronic folders and subfolders. Remember back in English class when you had to create that wonderful thing called an outline before you wrote the actual book report? Creating folders and subfolders is as easy as that. Create broad topics, not more than 12, that relate to your job or your business and make these the first line of folders. Electronic folders often will correlate with the subjects of your paper files. Then, break down broad topics into a few subfolders.

To create folders, use Microsoft Explorer. Click on the file in which you want to create folders, then click File/ New /Folder. Once you have established your general e-filing system and are in the “Save As” window, look for the icon with a file folder with an asterisk in the right corner. Click on that icon and you can create a folder or subfolder right then and there.

As a general rule, if you have more than 30-35 electronic documents in one e-file folder, it is good to create e-subfolders and break it down. Once you know a particular project or new set of duties is coming up, plan ahead and create the e-folders right away.

* Use logical file names. Because e-files are arranged alphabetically, try to code the first word with the noun you would use to look it up. Be specific with file names, but be sure to provide enough information to identify the file. Avoid using words such as general or miscellaneous in your file names.

Using dashes between nouns can help identify the document quicker, for example, “Company A-Bob Smith-sales letter-October 2000.” Many times, adding the date to the end of the file document name helps you know which version of that document it is and will help in purging your e-documents later.

Be consistent with how you name documents. If you have letters and you always code by client name, stay consistent with that process.

If you are printing documents for others, use the header/footer tool and insert the “file name and path,” so that others know where the document is located. Those few extra seconds you take to complete your e-file document with accurate information can save you minutes if not hours finding it again.

* Re-organize documents. It is important to reorganize your electronic documents once you create the file directory system. Again, you can use Microsoft Explorer to manipulate documents and move them. To move documents into the correct file folder, simply click and drag the document from one file folder to the next.

To rename documents to a more appropriate and clear file name, highlight the document and right click and hit “rename.” You can also rename documents in the “Open” window of Microsoft applications.

* Delete documents and files regularly. It is important to purge your electronic files at least quarterly to keep your e-filing system current and dependable. Go to “View” and click “List View” to see the creation date for all your files. Scan through each file folder and subfolder and start deleting duplicate files and drafts. Then, begin to delete old and outdated documents you will never use again.

If you find a treasure document you had once lost, make sure you rename it to a more appropriate e-file name immediately. To maintain organization, it is important to act on those decisions immediately.

If you create and maintain these easy e-filing steps, you will no longer waste time looking for documents on the computer. Like mowing the lawn or changing your oil, it takes maintenance to stay organized in life and on the computer.K.J. McCorry is the president of Officiency Inc., a professional organizing company based in Boulder. She specializes in customizing systems for individuals and companies in need of office and computer organization for increased productivity and efficiency. She can be reached at kjm@officiency.com