Tipskey
Computer File Management
Be tidy anytime. Do not accumulate. Everything new has to be read or edited on the spot. This is applicable for other things in daily life too. When you start organizing up even computer files, you will be into self improvement more.

Save the new file by going to the related folder on the spot in the Save window. Do not save the file in any location with the thinking that you will read it later or move it into the right folder later. Most of the time you will forget to go back to the saved file. Do not save or copy it if you do not want to organize it right away.

Desktop

The desktop may contain Recycle Bin, shortcuts to frequently used files and files pending for action. If you practice clean desk policy so that you see the files that you need to work on only at computer startup, remove the Recycle Bin (put in Explorer instead) and shortcuts.

You should not allow too many files pending for action on the desktop because you may lose focus and procrastinate. That means you should clear off the action on the file as soon as possible. The action to be done should be written in the file name enclosed with brackets just in case you forget.

The shortcut is meant for the file or folder which you need to access very quickly. You can even write the reason a shortcut is here in its name. Putting more shortcuts on desktop will defeat the purpose of putting shortcut on desktop. This is because you will need a little time to look for the shortcut you want as if you are navigating thru the folder directory. Ask yourself when you put a shortcut on the desktop: Is it going to be used daily? If you want to put some important shortcuts that are not used daily on desktop, put them in a folder called "Shortcuts Not Used Daily".

Program shortcuts should not be placed on the desktop but in the Start Menu.

Folders

The number of folders or files in a folder should be controlled in the way that everything can be seen in Details View without scrolling down. Details View is the one with small icon and file information such as modified time.

Avoid having folders with same name. Accidental overwriting due to unintentional drag-and-drop, causing data loss. For example after creating a new folder, immediately change the name to something else.

"Uncategorized Yet" folder is stupid. It actually makes us procrastinate. Have a folder named "Not painful if deleted" or "Garbage Bin" instead.

Every folder in "To Burn" folder must represent a optical disc that is going to be burnt. Related files are added into the applicable folder day-by-day. Example: "To Burn\Fonts".

Files

Change the word 'And' if any to '&' in the file name so that it is shorter.

Do not use quotation mark to name the SWF file or else it cannot be opened in Internet Explorer.

A file without specific purpose should be deleted. For example images that do not fit all the criteria below:
a) cannot be adjusted to wallpaper length/width ratio.
b) do not deliver message (comic, unusual pix etc can deliver message).

It is better to keep info in brain than in computer. If you think you can remember the info, then delete the file. Example is news on new technology.

Others

Quick Launch toolbar or "Pin to Taskbar" is only for shortcuts that you need to access always (both at home and at work) when other window is maximized. Example of such shortcut: Show Deskop.

Avoid right-clicking on the Recycle Bin and select "Empty Recycle Bin". Open the bin and take a quick look before emptying the bin. You may have accidentally put something important into the bin.

Two computers must not keep the same files or folders unless the duplicates are clearly marked as backup. You will have headache when you want to compare them in the future. The duplicates must be put in a folder called "Backup" in computer B and content of this folder must not be altered. If the content of original folder in computer A has been altered, "Backup" folder in computer B can be overwritten anytime.
Posted: 2007-01-28; updated: 2013-02-09 by Ong Seng Aun.
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