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140 Village Shopping Center
Westminster, MD 21157 (410)- 848-7100
File Management
Services
One of the keys to good file management is the use of
common naming structure
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Whenever a file is created, it is a good idea to store
it in a place that would be easily accessible by anyone familiar with your
PC system, its even better when someone can find documents categorized
properly
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For example if you create a folder called Invoices,
you might consider creating other folders within that folder (called
nesting) that mark the calendar by year - such as 2006, 2007, 2008, etc. and
storing your files accordingly, (maybe create folders for each month if you
invoice frequently)
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If you have a "Client" folder for business contacts
you may consider using nested folders with each clients name
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Be consistent in your naming
convention!
Name a document when it is created and Save often
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One of the better habits to get into
is to name a document before even typing it. If you open a new file, save it
with the name your going to give it immediately rather than waiting until
the document is finished
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If the power fails or your PC
crashes... or there is an application error while in progress, you will be
more likely to recover your file after getting the program functioning again
if you have saved your file previously while it was "in progress"
Backup your data
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The idea that your PC is going to
crash someday probably doesn't make you think to back your data up today -
but lets say it is going to crash in ten minutes from now? What would you do
if your PC dying right now and you had no backup of our data?
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Thumb drives are inexpensive, easy to
use and are an effective way to backup smaller amounts of data. If you are
reliant on your data for any reason then you should always have a copy of
your data
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Backups to CD or DVD are also
effective ways to prevent your data from being lost, but a thumb drive (when
used properly) can be encrypted for your protection, offer an easy way to
take your data with you wherever you go (fit in your pocket or on your
keychain), and they move your data offsite in the event your PC is in a
fire, flood or other natural disaster
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If you have the need to store more
data than will fit on a thumb drive, consider using an external backup
drive, or purchase storage space on an online backup system
Delete old files when they are are no longer required
(or move them to storage elsewhere)
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If your drive is cluttered with files
you'll never read again, then a good rule-of-thumb is to delete them, if you
are not required to keep them for legal purposes
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Move old documents that aren't
necessary (archive) to either an online storage area, or you can even have a
thumb drive dedicated to each year stored separately. Keep these data copies
away from the site your PC is in the event of fire or flood, or keep them in
a "media safe" at minimum
Keep a full drive backup or have one available if
needed
Backup Often!
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Backup programs are often on your PC
already and made available free of charge. if you don't use them, you risk
losing everything
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Many backup programs have scheduling
functions so you can "set it and forget it". Just remember that if you don't
leave the PC on when your backup routine runs (if at a scheduled time), it
will not backup.
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