A Better File Management : Tips and Techniques

File Names

  1. Keep File names short
  2. If necessary use abbreviations. e.g.
    • Management = MGT
    • Accounting = ACTG
    • Market = MKT
    • Dynamic Online Systems = DOS
    • Microsoft = MS
    • Etc.
  3. Use Date in the document name. (Only for individual files, which are not linked like webpages). i.e. dosstationary-21-02-2001, dosstationary(21-02-2001).
  4. Keep file names bellow 27 characters.
  5. Use same text case (lower / upper) for the files in a same folder. Preferred to keep all the files in lower case.
  6. Don’t use underscores, spaces etc. in file names.
  7. If you need to break the rule, be consistent about it.

Folder Structure

  1. Keep names short
  2. Nest folders within folders
  3. Separate ongoing and completed work
  4. Store like with like. (same file type in a separate folder, like all images in one folder for a project)

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