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Blog: Use Your Space & Conquer Office Workflow
Find Electronic Files Fast

There are 2 methods for finding your electronic files fast: Traditional and Non-Traditional Approach
  • Save electronic files in an organized structure by subject, just like paper files.  Do not save electronic files by method of delivery (e.g., AOL downloads), and do not save electronic files by the program that created the files (e.g., all MS Excel files in one subdirectory and all MS Word files in a different subdirectory)
  • 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
If establishing a hierarchy of subdirectories or folders is overwhelming, the alternative is to buy high-powered search engine software to help you find files fast.  The search engine can actually look into the content of the documents to search for words.  It doesn't matter where or how you store your files, using search engine software will find them.  One of the most popular brands is X1 Professional Client.

posted on: 5/18/2009 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.

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