Last week we talked about file naming conventions. While they are seriously important, they are not the end of the conversation. Just the opposite, in fact. I alluded to the importance of “having a system” in place for your files, and I want to dig into that a bit more today. I have made a career out of building filing systems. I have done it in my personal life and my professional life, and in either case the rules still apply. If you’re reading this, I’m guessing you’re looking for hints on how to set up a personal filing system. There are lots of things you can do to make your system easier to organize.
1. Use a consistent file naming convention
I dropped a link to last week’s post at the top of this one, right? Cool. Just to be on the safe side: while there is no single “correct method” for naming your files, you do need a naming method that is consistent. Let’s say you have two different phone bills. One is called “Phone Bill” and the other is called “Cell Bill.” In your head, those are basically the same thing. But the computer holding your files sees two completely different labels. When you name things the same way every time, it becomes easier for you to sort through, and it becomes much easier for your computer to sort, search, and filter. If you search for all your phone bills, your search engine might miss the ones you called “Cell Bill.” Do you want to miss things in your own system? I didn’t think so.
2. Build a folder structure you understand
I have a good friend who, when they get talking about how they name folders, makes my head spin. The folder names make no sense to me at all, but they make perfect sense to them. That is the point. It’s his system, so it’s important that he understands where everything is and where everything goes. I have a system that makes perfect sense to me, and while I’d like to think it would make sense for anyone, the important factor is that it makes sense to me. For your filing system, you can configure your folders however you like, as long as it’s meaningful to you. The goal is to stop questioning where files should go while you’re sorting.
3. Keep a “miscellaneous” temp folder
No system is perfect. Certainly not mine.
There will always be times when files come into your system that don’t have a home yet. Maybe the files are new and you have not created a folder for them. Maybe they are a one-off and you have made a conscious decision not to create a whole folder for a single document. That is why I have a Miscellaneous folder. It is a holding zone for random files until I can sort them later, or until I gather enough files to justify making a new folder. How many files “counts” as enough to make a new folder is a moving target. It depends on the situation, so I will leave that to your good judgement.
4. Prioritize ease of access
The most secure files you will ever come across are printed off, deleted from any database, and buried in your backyard. This is not very helpful if you’re across town, or elsewhere, and you need access to your data. Part of why I love digital systems is because you can access the information you need whenever you need it. Now, access goes hand in hand with accessing your information securely, but that is a cybersecurity issue and a topic for another post. For now, my advice is simple: if you’re going to keep your data in a digital system, set yourself up with the apps you need so you can (ahem, securely) access your data no matter where you are.
5. Back up your system
It’s not sexy, but backing up your system somewhere offline is one of the best things you can do. Like everything else I’ve been saying so far, it’s important to have a standard for backing up your data on a regular basis. Depending on how much you add to your filing system, you might back up once a month, or even once a week. My advice on frequency is to go with your gut. If you think you need to back up more, do so. If not, then do not. If you’re going to back your system up somewhere, I recommend an external hard drive. When you’re not backing up your system, make sure the hard drive is not attached to your computer. That way, if something happens to the computer or your cloud account, you still have a secure backup you can fall back on.
The real secret sauce for setting up your filing system is that it is your system. I can tell you different tips and tricks until I’m blue in the face, but it’s up to you to implement whatever system you want. The good thing about this is you can custom tailor it however you like. The only downside is that because there are no “rules,” you need to be aware of what you’re setting up so you can find it later. Honestly, there have been times where I lost files in my filing system because I forgot where I put them. But I was eventually able to find them because I have a rigorous file naming convention, and I am very strict with myself about it. Once you set up the fundamentals of your filing system, everything becomes easier to use.
What rules do you have in your filing system?
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