How to better manage files on a personal computer?

S

samsung

#1
There are times when it becomes difficult for me to locate the files on my PC. So I'm looking for a better way to manage various kinds of files like documents, graphics, presentations and others in way that I can quickly find them (without using a file search utility) when I need.

Is there a better way to avoid the file clutter? How do you do it?

Your inputs will be highly appreciated.
 
Elsmar Forum Sponsor

SteelMaiden

Super Moderator
Super Moderator
#2
I create lots of folders, just like I would have in a file cabinet.

Example:
General categories such as Calibration, then folders for the various depts. then a folder for each machine/device and then for each year.

Is that what you mean?
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#3
Same here. I have lots of 'folders' (aka directories). But I also use file searches as well from time to time.
 
S

samsung

#4
I create lots of folders, just like I would have in a file cabinet.

Example:
General categories such as Calibration, then folders for the various depts. then a folder for each machine/device and then for each year.

Is that what you mean?
Yes exactly! I have to do a lot of correspondence externally as well as with all internal departments on various matters both in soft & hard forms. Email correspondence mostly involves doc. & graphic attachments. So the problem is more number of variables i.e. more clients, more topics and different categories internally. Though the external (regulatory) correspondence is done in hard form only which I don't find much difficult to manage but I have to keep office copies in soft forms. Here, clients are comparatively less but topics and categories are large. So my PC gets often cluttered making it difficult to locate the documents quickly.

As a last resort, I have to use a search engine (Locate32) but it only works fairly well when the database is updated and you know the exact file name with correct spelling.
 
T

tomvehoski

#5
Like most things, it takes planning, execution, and discipline. First define a folder structure that covers all of the file types you need. You might want to come up with some standard naming conventions too. Then you need to set up that structure and put the files where they belong.

If you are going to be using multiple copies of a structure for multiple projects, make an empty structure and keep it as a master. When you need to create a new project folder, simply copy the master to set up all the sub-folders. You can also use a zip file to do this, but IIRC, you had to put dummy files in all the folders or the zip would not create the higher level.
 

Jen Kirley

Quality and Auditing Expert
Staff member
Admin
#6
I create lots of folders, just like I would have in a file cabinet.

Example:
General categories such as Calibration, then folders for the various depts. then a folder for each machine/device and then for each year.

Is that what you mean?
My boss did that at work - and I can't find anything in there quickly either. :D
 
#7
HI Samsung,

I have been following a system that works fairly well for me.

My main folders are yearwise, i.e. 2010, 2009 etc.

At the second level I have the main categories: Downloads, Personal, Reports, Training, Correspondence, CSR, Sustainability, CII, etc.,

At the third level (for example, Correspondence) subfolders as: Received, Sent

At the fourth level: Received and Sent will have subfolders based on the significance of the sender / Receiver. Those which are not included in these two categories will be included under Received/Sent (third level)

In the case of company internal information I have sub-folders for each of the major contact (e.g. Karachi, Shanghai, Bangkok, Surabaya, Eindhoven....etc.); in each of these departments with whom I used to correspond significantly will have sub-folders. At times I also find it convenient to have specific folders for individuals with whom I have significant correspondence, under the contact folder.

AT times you will have dilemmas. Where to file a training programme on Sustainability ? In the folder "training" or "Sustainability" ? You have to decide once where to file such files (in my case training) and stick to that.

This type of filing has been working for me quite well. Rarely do I miss a file; of course, the success depends on my remembering when (which year) I have filed the information. Of course when my memory fails, "Search" helps.

With kind regards,

Ramakrishnan
 
Last edited:
A

amanbhai

#8
I have lot of files and folders. I manage them like Divisions, then department and then sections. I keep training and standards/ codes folder separately.
 

somashekar

Staff member
Super Moderator
#9
I have lot of files and folders. I manage them like Divisions, then department and then sections. I keep training and standards/ codes folder separately.
An other input to this is to name the files in the planned folders with as much detail as you can and within the field that can accept, so that at a first glance into the folder (in the details view mode) the correct file could be picked up OR a key word search will also open more options to help pick the correct and needed file.
 
Thread starter Similar threads Forum Replies Date
A How to Manage the Documentation of the Management System in a Better Way? Document Control Systems, Procedures, Forms and Templates 2
A Is there a better way to do a complete assessment of our QMS? AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 8
C AIAG/VDA FMEA - Is the new better? FMEA and Control Plans 0
J Your opinion on the better training org for IATF16949 Internal auditor and Lead Auditor IATF 16949 - Automotive Quality Systems Standard 3
M Informational TGA – Several proposed changes to classification to better align with the EU MDR Medical Device and FDA Regulations and Standards News 0
M Medical Device News FDA's Policies and Procedures Should Better Address Postmarket Cybersecurity Risk to Medical Devices Other US Medical Device Regulations 0
O Which is better - Quietly quit using a supplier or tell supplier? Supplier Quality Assurance and other Supplier Issues 11
M Can we change the ProCode if a better one is found? Other US Medical Device Regulations 3
Don Fardie CAPA vs. Risk Assessment - Changing a product material for better performance ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 2
qualprod ISO 9001 Risk control method - What could be the better way to control risks? ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 3
J Is Bench or Clinical testing better? Other US Medical Device Regulations 2
T Comparative Design of Experiment to pick better Trimming Blade Supplier Six Sigma 5
D GHG Emissions - Can a Prevention is better than Cure strategy help Imported Legacy Blogs 4
M Risk Probability - Is there a Better System? ISO 14971 - Medical Device Risk Management 18
L The proposed changes to ISO 14001: Better or just bigger? ISO 14001:2015 Specific Discussions 5
R Should transfer of certificates be better scrutinized by accreditation bodies? Registrars and Notified Bodies 5
S Which one is better to calculate, Cpk or Ppk? Statistical Analysis Tools, Techniques and SPC 11
E Better control of DHR (Design History Record) during processing Document Control Systems, Procedures, Forms and Templates 5
L Flammability Rating - is FT4 a better rating than FT1? Other US Medical Device Regulations 2
M Learning ISO 13485 - Getting a better understanding of the requirements ISO 13485:2016 - Medical Device Quality Management Systems 6
L Working closer and better with Suppliers - Practical ideas to improve? Supplier Quality Assurance and other Supplier Issues 8
M Which metric is better for Cost of Poor Quality (COPQ)? Quality Tools, Improvement and Analysis 17
R What is better ASQ or QA (Quality American ) Certifications? ASQ, ANAB, UKAS, IAF, IRCA, Exemplar Global and Related Organizations 3
AnaMariaVR2 Nonviolent videos better for preschoolers' sleep World News 1
C A better Instrument (Measurement Device) Identification System Misc. Quality Assurance and Business Systems Related Topics 7
T Taguchi DOE Analysis - What S/N ratio (Nominal is best or smaller is better) to use? Quality Tools, Improvement and Analysis 5
C Tool Monitoring - Controlling a Process with Better Tool Monitoring Manufacturing and Related Processes 4
R Change Prints to accommodate Worn Tooling - There has to be a better way! Supplier Quality Assurance and other Supplier Issues 8
hogheavenfarm Need better Job Tracking Method - Fabricated in several departments at once Manufacturing and Related Processes 5
E Msc in Regulatory Affairs - Which Universities offer online course & which is better? Career and Occupation Discussions 3
T Finding the Root Cause - Which technique is better? Problem Solving, Root Cause Fault and Failure Analysis 81
Q Need a new CA/PA Procedure to better interface with Portal Systems Nonconformance and Corrective Action 9
E Integrated Standards Quality Manual Structured According to Clauses is better? Quality Manager and Management Related Issues 3
C FTA (Fault Tree Analysis) Software - Which is better/best Quality Assurance and Compliance Software Tools and Solutions 1
Jim Wynne Someone better "diffuse" me before I asplode Coffee Break and Water Cooler Discussions 7
P Xbar-R Chart better than Xbar-S Chart when the subgroup size is small - Why? Capability, Accuracy and Stability - Processes, Machines, etc. 12
S Which type of study would be better for Solder Paste Height Measurement system Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 10
M The near future will be better? Coffee Break and Water Cooler Discussions 9
P What is the appropriate indicator better than GDP and GNP? Coffee Break and Water Cooler Discussions 0
T PC or Apple MacIntosh - Which is better? After Work and Weekend Discussion Topics 53
J Which is better: Plasma, LCD or LED TV? After Work and Weekend Discussion Topics 39
C Gage R&R Study - Better to use parts or gage blocks? Gage R&R (GR&R) and MSA (Measurement Systems Analysis) 6
S CQE Primer or CQE handbook - Which one is better Professional Certifications and Degrees 20
Sidney Vianna Should we leave a better world for our children? Coffee Break and Water Cooler Discussions 4
S Is RABQSA desperate or do they offer better value? ASQ, ANAB, UKAS, IAF, IRCA, Exemplar Global and Related Organizations 12
Stijloor Why "drinking" wine, beer or any other liquor is better... Funny Stuff - Jokes and Humour 21
P OEE - Is there a company that offers a better display than others? And how effective Lean in Manufacturing and Service Industries 19
H Achiever Plus - Are there alternative products that are better than Achiever Plus? Quality Assurance and Compliance Software Tools and Solutions 5
S Auditor recommends better Vendor (Supplier) Auditing Supplier Quality Assurance and other Supplier Issues 20
C Acceptance Sampling is Better Than 100% Inspection Inspection, Prints (Drawings), Testing, Sampling and Related Topics 10

Similar threads

Top Bottom