You might be losing a lot of hours looking for misplaced emails and documents. Creating an electronic database can be challenging, especially when you don't have an organized electronic directory. The data on your PC is as essential as the computer itself. Here is how you can create organized electronic filing systems and manage your electronic documents on your computer.
Create an Electronic File Structure
You need to store electronic files in an organized structure. For example, you could keep the data in a single file folder, which is equivalent to maintaining paper documents in a manila file. Stashing electronic records in separate folders makes it easy for someone to retrieve critical information. Creating an electronic filing structure that is parallel to the paper file system can help keep your data organized under one system instead of multiple formats. It is critical to determine where to store your electronic data files on your desktop before creating an electronic filing structure. You probably have Bi on Amazon Redshift on the server or a personal file folder if you work in a company that runs on a networked system. It might be the best location to store your sensitive folders because the servers have a backup. Alternatively, you could keep your documents on a hard drive and not on the network server for easy access and more reliability. However, be sure to determine a backup plan if you choose this option. Moreover, setting up a file structure within a master folder makes it easier to transfer or back up the stored files.
Addition of Metadata
Metadata aids in describing content, structure, and context of documents. You can add metadata in each electronic file to make it easy to search data down the road. You can add metadata in Windows Explorer by either right clicking on the file folder and choose properties or go to File/Properties. You can then click on the summary tab before inserting your file document. You will see other features relating to your file document when you click on Advanced Settings. You need to create an electronic file hierarchy structure before you begin to organize your documents. An electronic filing hierarchy allows you to drag and drop files into the appropriate folder without the need to create a new file folder.
Use of File Organization Software
There are different software that you can use when it comes to file organization. Most of them are compatible with Windows Explorer. Creation and organization of electronic files don't need the use of file management software. However, some of these programs can add functionality that might help you in maintaining and organizing your electronic records. File organization software allows you to view documents without opening them. You could also use these programs to compress documents into zip files. In fact, some PC software enables you to view an electronic report in several different panes. That makes it easier to organize documents and files. You could also use PC software to search over multiple drives simultaneously. Also, these programs allow you to compress files and enable password when necessary.
Creation of Standard Naming Conventions
Creating a standard naming convention makes it easier to name, file, and search documents on your computer. You can use a standard coding to categorize paper files that are labeled with a first or last name. Creating standard coding is similar to classifying your paper files using standard names. The first step to creating standard naming conventions is to consider the data you need to enter into the system. It could be financial reports, staff register, or sales report. You could consider subcategorization a folder that contains multiple documents by creating subfolders. For example, you could create chronological subfolders for a file folder that has over 50 file documents. Sub-categorization makes it easy to plunge and search older file documents. The process of creating subfolders is similar to creating the master folder.
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