Have you ever been scanning the paper before your screen — thinking that it was here — the question is: “Where?” The solution is extremely difficult if the text is an attachment that someone from another e-mail address sends to you!
We would now coordinate the technology itself and the additional document arising from our current technology. Are you aware that 80-95% of the information we deal with every day comes from e-mail and electronic files?
How to Work Machine Filing
The machine is an automated filing office. This does not matter what kind of operating system the machine has, what kind of graphical interface you have in order to display how things are structured, what software you have and what phrases or symbols it uses to define and explain the characteristics of those tools. If you use a Macintosh or a Windows-based application, the concepts of programme organisation and knowledge are essentially the same.
The machine challenge is that the knowledge is not structured according to how we function and think. It is arranged according to format or device source (e-mail, documents, web pages, contacts, etc.). However, we recognise certain requirements that are suitable for our work by topic, individual, organisation, project and other criteria.
Many machine users forget that today’s technology gives us all the benefits of the 255-character file name that can blend key terms and phrases! This feature plus the device search functionality, helps you access a powerful organisational tool that saves you hours to search or recreate existing knowledge!
“Today’s mail is the file of Tomorrow” One of my overriding beliefs of Paper Tiger is “Today’s mail is a pile of tomorrow.” How are you doing this on your computer? The best way to break out of the humpback is to start again, if you’ve got a machine full of unidentifiable data and wasting more time than you can spare to look for what you need!
What does that mean? What does that mean? Ignore all your ancient files! Create the new machine filing system based on the values I will explain. Then file your old files back into the new setup, if you need them, or back up or remove them from all other media.
How do you build an efficient method for machine filing? Next, note one of the key (and neglected) rules of data file organisation: The benefit of a machine is that you can use a file again – except when you can find it again! You might just want to print another copy occasionally. You will choose to change or alter the document any other time or excerpt portions of the document to construct a new document. In any case, keywords are the secret to success in discovering the knowledge that you need!
Software filing machine configuration
The first step in quick file recovery is to direct all files to a single directory. For this function, Windows created “My Records” – but you can make another directory. In addition to making it much easier to gather information, this technology presents a significant advantage. Store the data for files or for transition to other sites is much better.
Therefore here’s my method – or it was – before I find another wonderful asset in productivity: I use My Records (see sidebar). Then, for each computer programme I build a subdirectory, such as Word, Excel, Power Point, Paper Tiger, Access, QuickBooks, etc.
You should skip the option of having subdirectories if you do not hold a lot of electronic files, and keep all of the files in one directory. But if you have several files, this is like putting your equipment in your workshop and wasting hours digging for a screwdriver!
You may also create additional subdirectories for programmes, clients or working categories. But be alert – you might be in trouble. For example, if I create a Client subdirectory and Articles subdirectory, then write a client post, where should I file it? The less directories, the less spots to look at – and then you can see how keywords will locate every file in your machine in a matter of seconds!
Note: You can select several drives if you operate on a networked device. Your company may have already determined which drive to use for you. For eg, all files with shared commercial concern or used by one company division may be placed on one drive, while the private files of employees may be placed on one drive.
Don’t make your plan too complex in any situation. For example, sending different tasks to separate drives will actually be more frustrating than helpful because there is room for both on the same drive, particularly if they all have the same function or customer in your work life.
Keywords’ Strength In the early days of machines and DOS, the naming of files had to be eight letters and an extension of 3 characters. As a result, we have been accustomed to making shortcuts for labelling papers. The problem (as with paper files) is that any time we scan the text, we always do not care of the same name. Fortunately, we no longer have this restriction! The good news is that up to 255 characters can now be used to name a file – and the name can be used to blend words with phrases.
For starters, I save this article in My Documents/Word when I write this article. Your machine files, post, 2003, web site, DJ Watson, publisher. All of these terms could support me whether I or someone else is trying to locate the file years ago.
In other words, use the same technologies as in paper files to decide how to call a file: Ask yourself, “What’s my first term, if I want this file again?” First insert this word, and then some other word or sentence that might allow you to get that file. Comas or semicolons may distinguish the identifying terms. (Some marks and symbols in punctuation are not permitted.)
Find your e-file – 5 seconds or less!
But let’s presume I’m out of town and this post has to be searched by my assistant. She can go to the Start Menu, Scan, My Documents and type any word I used to explain – yes! This is there – in seconds! In seconds!
My favourite cyber coup: an editor of a financial journal asks for an essay (today, of course!). I make a “Post” request and automatically have every article on my machine identified. I quickly check the list and view an article I have written for an immobiliser newsletter which I can easily change – if it takes me a little longer to write a new article!