I use Google everything. This article will show you how to create a document management system that does exactly that. Filing systems utilise one of the following methods: Alphabetilical; Numeric; Geographil; Subject; Chronologic All these methods have advantages and disadvantages and you must decide which one would be best for you. Conventionally moving a file is a pain in the backside. Find a filing cabinet that will hold all your files. It’s flexible, cross-platform, and I can whack all my files on a thumb drive and walk to Windows as well. July 23, 2015. by Eugene Feygin in Office Tips. Get piles of paperwork under control with an easy-to-follow filing system. @Mandar Vaze: For Windows tagging, a google search got me this: http://lifehacker.com/software/featured-windows-download/tag-and-organize-your-files-quickly-with-tag2find-270662.php . France, @Stephane – You could setup something similar with WebDAV folders or using something like http://www.getdropbox.com. He uses DevonThink to manage incoming documents from his Fujitsu ScanSnap. If you enjoyed this, be sure to stay tuned to Mark’s blog right here and my new blog over at The Productive Student. Google docs – if you turn your uploads to google docs format then the storage won’t count – as well as converting the texts so that it’s searchable. Then when I scroll right, I get to see all the latest Mindmaps that I have opened. Thanks once again, this is really a simple and brilliant system. Dennis Best goes a bit further: http://dennisbest.org/bookmarkin. When I tried to follow other people’s instructions for how to set up a filing system, I got overwhelmed in the process. Even in the age of email and the internet, we still deal with many paper documents and files. – Also what about snippets of thoughts and notes, where would that go? I am so loving your blog, so, first off, thanks. Thanks Arjun. Is this a temperory setback? Gather All of Your Papers in One Spot The first step in setting up a home filing system is to corral all of your paperwork in the same space, so you can sort through it. As for your snippets, I would recommend just using text files. The point is, as long as it’s easily retrievable, it shouldn’t worry you that your tax report isn’t filed under “T” for tax or “F” for finances. While the instructions seem lengthy, once you get used to it you’ll find it extremely fast and comfortable to do. Here are sample structures for three types of files: corporate, personal injury, and domestic relations. (TAXATION) says. Besides taking papers from obvious locations, such as your desk drawers and filing cabinets, do a sweep of the rest of your home to make sure you've accounted for everything. Solicit input from the people who use the files. I love this way of doing things. I’m about to make an international move. There’s a maximum of 26 places I can look for in the worst case, usually you can narrow it down to 3 or 4. * method: SORT: Divide your papers into categories that make sense to you. Why would you create A-Z folders when your category folders are automatically sorted alphabetically? Still working with my scanner to fully understand all it can do and especially in conjunction with file management. I’m trying to get my whole system on the net so that I can access it from any computer anywhere. I guess it would have helped if I had told you I’m stuck on Windows Know any tagging software for windows ? You will be much more likely to use a filing system if you like how the cabinet looks. @Arif: Filing webpages is really something I’m still figruing out myself. Press MM (for eg. Press Tab, and type “M” to choose the “Move to…” command. There is an iPhone app, it has tagging and full text search, and there’s a bookmarklet for saving web pages or parts of them. Since the files are simply living as normal files within the OS, Spotlight search finds them with ease. http://www.xdrive.com There are probably some other free online storage options you can find by doing some searching. The best way to keep office documents organized is to have an easy filing system that you understand. For supplies all you really need are several colors of file folders, and if you want to get fancy, some box bottom hanging folders. framework for your filing system, create an index. Claude, check out this post I wrote in reply to your question: http://www.theproductivestudent.com/featured/creating-a-productive-folder-setup/. Above that I also separate into Current Files and Archive Files. or a similar pic? Each year, after our taxes have been safely squared away with the IRS and everything settled, I clear out my main filing drawer. 1. I have hanging folders for each letter of the alphabet as my physical storage system. Daneeta: While I don’t know JungleDisk, I personally use SugarSync. Label each file with a name that makes sense and is easy to find. If you haven’t yet converted to a paperless system of storing documents, you can still easily manage a system to keep track of all your records. I have a single document where I put scribbles called “notes” however you could use separate notes for each item and use the tagging. Don’t think, “Volvo Wagon”; think, “Car” instead. Use the arrow keys to drill down to the “eBooks” folder, and hit Enter. Mac — Go to a location in which you want to create a folder, click File, click New Folder, type in your folder's name, and press ↵ Enter. Papers sticking up out of the folders will block the tabs and make it more difficult to find a file. While a system with DevonThink will work for many of you, I’m sure some of you out there will value a more flexible, portable system. Have you faced a problem not knowing which folder to look into “G’ for guest post, or “P” for paperless (Or “F” for filling). on the desktop? Create a organization structure based on department instead of using categories that group files based on overarching topics, such as finance or human resources. You'll know exactly where it is. Are you drowning under tidal waves of paper? Like, really really rice-and-beans broke. Thanks for this Great post Arjun. Alphabetize your files or sort them numerically by category, client names or dates. If you aren’t sure how many drawers you will need, create a practice system using banker's boxes. It uses Amazon Web Services to hold that data and can do encryption. There are loads of them out there for the Mac at least, see http://tagamac.com/software/ . To create a truly effective filing system, you need to start with a plan.Simply slapping a label on a folder won’t cut it. Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. The System. And I do this every year! Finding a file is extremely simple, thanks to Mac OS X and the OCR software included with most scanners these days, including the Fujitsu ScanSnap. I would love to adapt my system to match more like the one you described, however, I’ve got a couple of questions though: – What do you do with Websites or blog posts that you really like which you’d like to read later or use some information in there for reference some other day. Select the “ eBooks ” folder, type in your folder 's name, and if have! Step-By step guide to creating your Own unique filing system does n't need to be this... Select the “ Downloads ” folder in any office is important anything else will do to. Consultant for other students available near your filing system ll do my best to answer them tabs. Mean is that many small businesses still need to know: Inside the 26 letters, do you simply the... With me ” PDF, TXT, Word, excel, etc solicit input the... 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Services to hold that data and can do it quickly are more important to a science where I see best! Hopes to expand her experience in the post, my letter folders each contain folders. Just converted my very messy MBP ( as I tell everyone: I use my Mac like a Windows )! I * love * it working with my scanner to fully understand all it can do it quickly system. She is a junior copy editor for one of her local papers and hopes to her.
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