file management for the genealogists creating/organizing files and folders
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FILE MANAGEMENT FOR THE GENEALOGISTS
• Creating/organizing files and folders.
Fifteen File Tips For
Creating/organizing files and folders.
#1 – One Place For All
#1 – One Place For All
• Place all documents in the My Documents Folder
#1 – One Place For All
• Place all documents in the My Documents Folder
• or on your hard drive
#2. – Create Folders
#2. – Create Folders
• Set up broad-category of folders
#2. – Create Folders
• Set up broad-category folders
• Use plain language rather than
abbreviations
#3 – Put files in folders rather than have a bunch of orphan files listed.
#3 – Put files in folders rather than have a bunch of orphan files listed.
• Set up broad-category of sub folders within folders
#3 – Put files in folders rather than have a bunch of orphan files listed.
• Set up broad-category of sub folders within folders
• Example, family - related documents by person
#4 – Be specific when naming files
#4 – Be specific when naming files
• Give files logical, specific names, use dates if possible.
#4 – Be specific when naming files
• Give files logical, specific names, use dates if possible.• Goal is to be able to tell what the file is about without having
to open it.
#5 – Follow file naming conventions.
#5 – Follow file naming conventions.• Do not use spaces, keep file names under 27 characters, use all lower
case letters.
#5 – Follow file naming conventions.• Do not use spaces, keep file names under 27 characters, use all lower
case letters.
• File names may use any of the letters from A to Z and numbers from 0 to 9
#5 – Follow file naming conventions.• Do not use spaces, keep file names under 27 characters, use all lower
case letters.
• File names may use any of the letters from A to Z and numbers from 0 to 9
• Special Characters Allowed: $, %, ‘, -, _, @, !, (), #, $, +, ;, =, {}, [], commas.
#5 – Follow file naming conventions.• Do not use spaces, keep file names under 27 characters, use all lower
case letters.
• File names may use any of the letters from A to Z and numbers from 0 to 9
• Special Characters Allowed: $, %, ‘, -, _, @, !, (), #, $, +, ;, =, {}, [], commas.
• NOT Allowed: slash (/), backslash (\), colon :, Question mark (?), or angle brackets (<>) as part of a file name.
#6 – File as you go.
#6 – File as you go.
• File a document when you first create it using “Save As” option, putting it in the right place the first time.
#7 – Order files for your convenience
#7 – Order files for your convenience
• Use the computer's sorting function.
#7 – Order files for your convenience
• Use the computer's sorting function.o Put "!", "AAA", or a space in front of the names of the most-used
folders
#7 – Order files for your convenience
• Use the computer's sorting function.o Put "!", "AAA", or a space in front of the names of the most-used
folders
floats to the top of an alphabetical list
#7 – Order files for your convenience
• Use the computer's sorting function.o Put "!", "AAA", or a space in front of the names of the most-used
folders
floats to the top of an alphabetical list
o Put "ZZZ", or a bullet in front of the least-used ones,
#7 – Order files for your convenience
• Use the computer's sorting function.o Put "!", "AAA", or a space in front of the names of the most-used
folders
floats to the top of an alphabetical list
o Put "ZZZ", or a bullet in front of the least-used ones,
goes to the bottom.
#7 – Order files for your convenience
• Use the computer's sorting function.o Put "!", "AAA", or a space in front of the names of the most-used
folders
floats to the top of an alphabetical list
o Put "ZZZ", or a bullet in front of the least-used ones,
goes to the bottom.
• Or use 01, 02, 03 and so on.
#8. – Sort files to suit your needs.
#8. – Sort files to suit your needs.
• By name
#8. – Sort files to suit your needs.
• By name
• By size
#8. – Sort files to suit your needs.
• By name
• By size
• By type
#8. – Sort files to suit your needs.
• By name
• By size
• By type
• By date modified
#8. – Sort files to suit your needs.
• By name
• By size
• By type
• By date modifiedo For example, to find the file you worked on most
recently.
#9. – Use meaningful file names for your documents.
#9. – Use meaningful file names for your documents.
• A file name like Sales 10 is less useful than Sales_2012_10.
#9. – Use meaningful file names for your documents.
• A file name like Sales 10 is less useful than Sales_2012_10.
• Remember not to use slashes, colons, asterisks or any punctuation other than a single period preceding the suffix. (See #5 – Follow file naming conventions)
#10. – Keep refining your filing system so that it works better and better.
#10. – Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
#10. – Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
• Archive or trash inactive ones.
#10. – Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
• Archive or trash inactive ones.
• Avoid duplicating folders
#10. – Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
• Archive or trash inactive ones.
• Avoid duplicating folders
o Particularly those containing photos or other large files;
#10. – Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
• Archive or trash inactive ones.
• Avoid duplicating folders
o Particularly those containing photos or other large files;
o You'll fill up your drive and create confusion.
#11. – Use the Save As feature when you want to keep an unchanged version of a document.
#11. – Use the Save As feature when you want to keep an unchanged version of a document.
• You'll need to specify a new file name,
#11. – Use the Save As feature when you want to keep an unchanged version of a document.
• You'll need to specify a new file name,
o Can base on the old one or change altogether.
#11. – Use the Save As feature when you want to keep an unchanged version of a document.
• You'll need to specify a new file name,
o Can base on the old one or change altogether.
This trick from old-school computer geeks is still a good one:
#11. – Use the Save As feature when you want to keep an unchanged version of a document.
• You'll need to specify a new file name,
o Can base on the old one or change altogether.
This trick from old-school computer geeks is still a good one:
Add V1, V2, V3 and so on at the end of a file name to track versions of a document you're modifying over time.
#12. – Reserve your desktop for items that need immediate attention.
#12. – Reserve your desktop for items that need immediate attention.
• When you're done working with them, file them in the proper folder.
#12. – Reserve your desktop for items that need immediate attention.
• When you're done working with them, file them in the proper folder.
• Try not to store documents long-term on your desktop.
#13. – Create Shortcuts for files you access frequently
#14. – Cull files regularly
#15. – Back up your files often
#15. – Back up your files often
• Flash drives
#15. – Back up your files often
• Flash drives
• External hard drives
#15. – Back up your files often
• Flash drives
• External hard drives
• Free and paid websites
#15. – Back up your files often
• Flash drives
• External hard drives
• Free and paid websites• Email Gedcom files to yourself periodically.
Boise Family History Conference Spring 2011 handout: File Management for the Genealogist: by Sandy Stewart
How to Organize Computer Files By an eHow Contributorwww.ehow.com/how_138482_organize-computer-files.html#ixzz1wCG5umQi
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