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Blog: Use Your Space & Conquer Office Workflow
Electronic File Management - Who Knew?



I recently attended a presentation about electronic file management, and there was a lot of information about software available to help you find files on your computer.  During the presentation I thought…..hmmm, why do you need all this software to find your files?   All you need is a good file or directory structure, and you can always find your file.
Then I thought -- I have a great file structure for all my electronic files on my laptop, but I have no file structure for my emails.  Why?  It's because I always had great software for email management.  When I was at Price Waterhouse and PricewaterhouseCoopers (PwC) we used the Lotus Notes (by IBM) email system.  Using the powerful search, sort and filter capabilities, I could find whatever I needed.  Later IBM acquired PwC, so I continued to use Lotus Notes for email.  Today, I still have a powerful email system that allows me to search for words within the body or content of all my emails.  I can still find whatever email I want, whenever I need it.
For general file management on your PC without great search tools, I recommend that following solutions:
  • Use Windows Explorer (PC) to create a group of sub-directories in the directory C:\My Documents that mirrors the categories in your paper file system.  For example, create sub-directories called:
    • Financial
    • Vital Records
    • Lifestyle 
  • Within the new sub-directories, create lower level folders (subdirectories) that mirror the file folders grouped within a category in your paper file system.  For example, in C:\My Documents\Financials create sub-directories called:
    • Accountant
    • Bank Statements
    • Credit Card Statements
  • Save your files related to each specific subject in the appropriate folder (subdirectory).  For example, save a file (NewTaxLaws.doc) from your accountant in the subdirectory C:\My Documents\Financial\Accountant

posted on: 11/17/2008 8:30:00 AM by Heather Cocozza
category: Business


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Use Your Space & Conquer Office Workflow


by Heather Cocozza

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About Heather:

Heather Cocozza, PMP, CPO® is a Professional Organizer who organizes and designs tailored home and office solutions. She is on the National Association of Professional Organizers (NAPO)-WDC Board of Directors 2009-2010 and is the owner of Cocozza Organizing & Design, LLC. Prior to her organizing career, Heather Cocozza worked 13 years at IBM and PricewaterhouseCoopers as an ERP Project Manager and at times traveled extensively while her "virtual" twins were between the ages of 0 to 3.

Heather's Website:

CocozzaOrgDesign.com


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