The most powerful file classification and organization method

The strongest method of classifying files can be done from the following points:

1. Naming of files

1 ) Use document number, customer/supplier, project/product name, issue, document type, keywords, etc. to name the files in the working document.
2) Common words should be used in file naming to facilitate fuzzy searches based on impressions in future searches.
3) The file title must be able to briefly summarize the document content, and try to avoid using default file names such as "New Microsoft Word Document".
4) If there is a series of documents with similar content, the key differences between the documents can be used as part of the file name, such as: EMC_TEST_REPORT_RE_1; EMC_TEST_REPORT_CI_1.
5) If you receive a document from elsewhere and need to communicate with others, you can temporarily retain the source file name.

2. Classification of files
According to the nature of personal work, the catalog can be classified differently. It can be divided by project, by product, or according to the content of one's own work.
The classification principles are as follows:
1) The first-level directory should try to cover all category. That is, almost all relevant documents can be correctly classified into one of these categories.
2) Add a serial number before the folder name, and unify the order of the documents by name, such as "01_Project Contract". For some commonly used documents, you can use 01 or 99 to sort them so that you can open the documents in a familiar location.
3) For files that belong to two folders, that is, the file content matches the two folders, you can place a document in one of the two folders and place the file in the other folder. Shortcut icon.
4) Reduce the number of folder layers as much as possible.
5) The naming rules refer to the file naming rules and are kept simple.

3. Use of search software
1) File name search: Recommended tool everything, fast, small in size, set to start randomly, set shortcut keys, quick when needed Call out.
2) File content search: Filelocator Pro supports document content search. It is recommended to set filter file formats and common document working directories to reduce search time.

4. Creation of template files
1) Directory template: It is recommended that similar directory classifications use the same or similar file directory structure to quickly find the corresponding files according to habits.
2) Document template: When there is considerable duplication of work content, create an empty template with a complete structure and no content, and set it to read-only mode. When writing specific documents, fill in the template according to the template content and add or delete some directory structures.

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