Never lose a file again - 8 tips to manage your files

Ever lose a file?  It's not like losing your keys, sometimes the file that you lost came from your camera and is named something unhelpful like "D879691.JPG".

Using the tools to search for files won't help if you have hundreds of photographs on your computer.

Everyone forgets that files on a computer are just like their metaphorical analog in real life - they need organizing or finding what you want will be difficult.

So, here's some general do's and don'ts to help you to organize your files.

1.  Don't put the files on your desktop.

This is like piling everything up on your desk.  If you can't find a post it note that it in a big stack of paper on your desk, then you'll have the same difficulty on your computer.

By all means create shortcuts to files that you use frequently on your desktop, but that shouldn't be where they are stored.

2.  Archive old files

There's nothing worse than having to sift through very old files when looking for something.   If you don't need something any more, then archive it.    Either into a different filing system altogether (which may even be on another computer, or on a writable DVD), or at least into a category labeled "Archive".

3.  Develop your own categories and stick with them.

No single solution is going to suit everyone.  By default you can often find "Documents", "Photos", "Video" and "Music" as suggested top-level folders - but these may not work for everyone, and does not help you if you just store everything in those base folders.

I recommend at least three levels of subdivision - each level consisting of a split of between 4 and 8 different categories; that results in about 500 different "pigeonholes" to file things in - and you can always add more levels or more subdivision where you need it.

The top level should be the clearest divisor for you.   I like to have top levels that separate my work files from my personal files, and from other areas of activity (such as items relating to my children's school) - but if the defaults work for you then use them instead.

You then need to break those categories down into subcategories.  I put an "Archive" subcategory here, and then things relevant to me.  So photographs might be split by where they were taken, "2011 Puppet Weekend" for instance.  I often split work documents down by the project or company that they are related to.

The last level of categories might be a simple split of date that the photo was taken, a more general 'group shots', 'individuals' etc.. or much more specific folders like "2011 website roll out plan" that might have just one file in.  Don't worry so much about keeping to a 8 category limit at this level.

4.  Keep names short

If you make all your file names really long then sometimes the important part of the file name will be truncated until you hover your mouse over the file.  That will significantly increase the time that it takes to find what you want.

The folder structure can help you here - if the file is in "Music", "Eric Clapton", "Unplugged" - putting "acoustic version" in the file name is unnecessary.

5.  Let the folder or file name work for you

If you want to list things in date order, or in track order - then use that in the name.

For example, if I have a directory for every month, I would be better off naming them "2010-01" to "2010-12" instead of "Jan 2010" to "Dec 2010" - because sorting them by name in the first case will place them in date order, and in a strange order in the second case.

Note that I used '01' to represent January, not just '1'.  This is because your computer sorts numbers so that '2' comes between '19' and '20' - but '02' will be put in the right place.  This is especially important for track numbers.

Also, put this important sorting information at the start of the name.  It won't work at the end.

6.  Avoid repeated names.

If you have a lot of files with similar names, it is likely that they should become a new category in your filing structure and have simpler names.

7.  Review

Check whether your system is working for you.  If not, then change it.   If you lose a file and later find it - put it where it should be.

8.  Don't forget about the memory sticks.

Now that USB storage is ubiquitous, files can just as easily get lost on a stick as on your computer.  Even worse, you can physically lose that down the back of the sofa.

So use your system for memory sticks as well, and don't let a memory stick be the only place that you have a file - if it's important, keep copies (dated if the file changes).