Orgnizing Files and folders

Z

Zee

Currently in our office, we use folders to organize the growing number of
files. All the word and excel files are placed in folders related to each
project. As time passes by, these folders get messier and finding the right
files becomes more and more difficult. I was wondering if there is any better
way to organize my files or use an application that can help me with this…

As experiance i also know, we could make a access database which could be
used and could keep track of all the files. But as i have never done this,
could any body post any related documents that can help me wih this?

Thanks in advance

Zeey
 
J

JoAnn Paules [MVP]

Sounds like you're keeping your files in a similar fashion to the way I do
it. If it's getting harder to find what you need, then you need to figure
out what aspect of that is confusing and focus on tweaking that. I don't
think you need a program - I think you need a modified system.
 
Z

Zee

Most files we have are orders, invoices, and financial info about a project.
Wouldn’t it be wise to create some sort of access database that all these
data could be kept? I guess this way invoices and orders will be generated
automatically so there is no need for actual files. This way finding files
will be easier too.

My concern is how difficult and time consuming would making of such a
database be? Would it be worth the effort for a small business?
I have done such databases in smaller scale years ago, even though I forgot
most of it. Any related articles that could help me with this would be most
welcomed.

Zeey

JoAnn Paules said:
Sounds like you're keeping your files in a similar fashion to the way I do
it. If it's getting harder to find what you need, then you need to figure
out what aspect of that is confusing and focus on tweaking that. I don't
think you need a program - I think you need a modified system.

--

JoAnn Paules
MVP Microsoft [Publisher]




Zee said:
Currently in our office, we use folders to organize the growing number of
files. All the word and excel files are placed in folders related to each
project. As time passes by, these folders get messier and finding the
right
files becomes more and more difficult. I was wondering if there is any
better
way to organize my files or use an application that can help me with this.

As experiance i also know, we could make a access database which could be
used and could keep track of all the files. But as i have never done this,
could any body post any related documents that can help me wih this?

Thanks in advance

Zeey
Click to expand...
Click to expand...
 
R

Rob Giordano \(Crash\)

A simple file naming convention may be a simple solution for you. I use
something like this for my biz...

2006_0727-filetype-customername-comment.xxx

Year_date-contract-bobsmith-accepted.doc


Just the file name alone tells me the year, that it is a contract, who its
for and that we actually did the job.




| Most files we have are orders, invoices, and financial info about a
project.
| Wouldn't it be wise to create some sort of access database that all these
| data could be kept? I guess this way invoices and orders will be generated
| automatically so there is no need for actual files. This way finding files
| will be easier too.
|
| My concern is how difficult and time consuming would making of such a
| database be? Would it be worth the effort for a small business?
| I have done such databases in smaller scale years ago, even though I
forgot
| most of it. Any related articles that could help me with this would be
most
| welcomed.
|
| Zeey
|
| "JoAnn Paules [MVP]" wrote:
|
| > Sounds like you're keeping your files in a similar fashion to the way I
do
| > it. If it's getting harder to find what you need, then you need to
figure
| > out what aspect of that is confusing and focus on tweaking that. I don't
| > think you need a program - I think you need a modified system.
| >
| > --
| >
| > JoAnn Paules
| > MVP Microsoft [Publisher]
| >
| >
| >
| >
| > | > > Currently in our office, we use folders to organize the growing number
of
| > > files. All the word and excel files are placed in folders related to
each
| > > project. As time passes by, these folders get messier and finding the
| > > right
| > > files becomes more and more difficult. I was wondering if there is any
| > > better
| > > way to organize my files or use an application that can help me with
this.
| > >
| > > As experiance i also know, we could make a access database which could
be
| > > used and could keep track of all the files. But as i have never done
this,
| > > could any body post any related documents that can help me wih this?
| > >
| > > Thanks in advance
| > >
| > > Zeey
| > >
| > >
| >
| >
| >
 
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