Computer File Management

Written: 2006-10-18; posted: 2007-01-19

Computer File Management

Be tidy anytime. Do not accumulate. Everything new has to be read or edited on the spot. 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. 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.

Desktop
The desktop is only for Recycle Bin, shortcuts to frequently used files and files pending for action. Anyway only two files pending for action can be allowed on the desktop because putting more than two will make you lose focus and procrastinate. The shortcut is meant for the file or folder which you need to access very quickly. I recommend putting one column for shortcuts (including Recycle Bin) and another column for the two files pending for action. The action to be done should be written in the file name enclosed with brackets just in case you forget. 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 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".

Do not put Microsoft Word file on desktop. It will create redundant temporary file every time you save it and finally clog the desktop.

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

Folders
Do not have two folders sharing the same name. Accidental overwriting may happen.

The less the number of folders the better. Delete folder that you do not add in things frequently (having less traffic).

Avoid having folders with same name. Accidental overwriting due to unintentional drag-and-drop may happen and causes 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.

Should control the number of folders or files in a folder in a way that everything can be seen in 1024x768 Details View without scrolling down. Details View is the one with small icon and file information such as modified time.

Every folder in "To Burn" folder must represent a CD/DVD 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' 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.

Do not save the file name in special character such as Chinese.

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 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.

Do not right-click on the Recycle Bin and select "Empty Recycle Bin". You should open the bin and take a quick look before you empty the bin. You may have accidentally put something important into the bin.

Two computers must not keep the same files or folders that need to be frequently updated. 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.

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