Sie ertrinken in digitalen Dateien. Was ist der erste Schritt, um sich zu organisieren?

It is good and imperative to assign a proper and a suitable name to a digital file and organize them separately. Indeed, naming of a digital file is very important because it helps you to identify and locate easily, access quickly and can start work early. It would be better to name and organize files with the names of the departments, sub-departments, ownership if required and followed by the date, month and year. The files should be organized in such a way that those files which are very important should prioritize in the first step and subsequently other files in an orderly and systematic procedure under different heads of folders or sub-folders depending upon the necessity and availability of the departments in the organization.

If you are drowning with digital files, the utmost important thing is to start with a thorough assessment of all digital files. In my experience, categorizing them based on relevance and frequency of use can streamline the organization process. I began by creating folders with clear, descriptive labels, making it easier to locate files when needed. This initial step lays the foundation for a structured and efficient digital filing system.

As an administrative Assistant it is crucial to establish a systematic and organized approach when storing documents. Using a naming system is essential for easy identification, improved organization and management of files and can be achieved by: Having a consistent format for file names which could include elements such as project name and date Using clear and descriptive titles that accurately represent the documents content. Always avoid generic names and cryptic abbreviations. Create organized folders or directory structures to categorize and group files making it easier to locate specific files. Taking these steps will in turn reduce error and confusion, save time and energy and enhance productivity.

Um sistema de nomenclatura é um conjunto de regras ou convenções que você usa para rotular seus arquivos. Ele ajuda a identificar o conteúdo, a finalidade e a data de cada arquivo sem abri-lo. Um bom sistema de nomenclatura também facilita a classificação, pesquisa e arquivamento de seus arquivos. Usando um sistema de nomenclatura, você pode economizar tempo, evitar confusão e reduzir erros ao trabalhar com seus arquivos digitais.

I'd first create portfolios or categories for them and then create batches to ensure it is easier to file and retrieve them from the batches.

The name of a digital file or a physical file should be unique, specific and separate. There should be not any duplication of names of those files because to avoid confusion. If at all any necessity arises, then name those files with different version number or month/s or year/s, etc. So, care should be taken while writing or creating the names of the physical files or digital files and follow unique system of nomenclature.

For me, this like labeling things in your kitchen. When you label spices or other items, it's easier to find what you need. The same goes for digital files. Make a consistent and logical naming system. For example, if you have project-related documents, give them a clear and descriptive name. Include the project name, date, and other important details. This makes it easier to find files. It reduces the chaos of searching through unnamed documents.

Assim como é importante para um biólogo o conhecimento taxonômico para identificação faunística e botânica, a separação de pastas/arquivos/docs que otimizem suas buscas e dinamizem o trabalho do colaborador são essenciais. Por isso é importante uma separação adequada, seja ela por ordem cronológica ou de cumprimento e/ou atividades em andamento, utilizando de identificação numérica, alfabética, etc.

The Naming should Be YYMMDD Topic of the Document Amount and anything else related to the file. The naming convention you've provided is structured as follows:YYMMDD: This represents the year (YY), month (MM), and day (DD) when the document was created or relevant to its content. For example, if the document was created on February 10, 2024, it would be represented as "240210."Topic of the Document: This is a brief descriptor of the document's content or purpose. It helps quickly identify what the document is about.Amount: This could be any relevant amount associated with the document, such as a monetary value, quantity, or any other numerical information.

Take for example your Google drive. If you keep dumping your important messages there without grouping them its going to be super hard to find. So you creat folders, probably different colours for each and name them, my resumes, my assignment, my projects, screenshots for portfolio, files for my masters program. So you see, naming is very crucial to digital filing. You come to meet a clean space with everything sorted in their rightful places.

Documentation is a cornerstone of any effective naming system. Creating a comprehensive guide or reference document outlining your organization's naming conventions, folder structure, and specific rules or considerations is a necessity. This documentation serves as a valuable resource for team members, especially newcomers, ensuring that everyone understands and follows the naming system correctly. It provides a reference point for troubleshooting and addressing any naming-related issues that may arise, while supplying vital means of communication and training for the successful implementation of a naming system. Effective communication and training are key to maximizing the benefits of a naming system throughout any organization.

I do agree that applying a name system to digital files is more easier to find and easily available for all employees within a department. Sorting of files helps make everything work fast and efficient.

Flow or guidance. Overall of categories. Category name. Sub-category name. Creat file by using category or sub-category name. Up-to-date files Record updating.

Para aplicar um sistema de nomenclatura digital, comece padronizando regras claras para nomear arquivos e pastas. Seja descritivo e organizado hierarquicamente, usando datas para ordenação e identificadores únicos para evitar conflitos. Revise regularmente e documente as diretrizes para garantir consistência e facilidade de uso. Priorize a simplicidade para facilitar a colaboração e a eficiência no gerenciamento de dados.

A organização de dados, pastas e arquivos é fundamental para um bom gerenciamento e rapidez para tomadas de decisões. Aplicando os métodos de adicionar uma nomenclatura clara e eficaz, aplicar um código para cada categoria, e melhorar de alguma forma a identificação do arquivo, facilitando o tratamento das informações e gerando maior qualidade.

To maintain a naming system, you need to be consistent and review it regularly. It's like having a bookshelf that is well-organized. When you get new books, you label them and put them in the right sections. The same goes for digital files. Stick to your naming convention every time you add new files to keep things organized. Periodically review and update the naming system. Adapt to any changes in the project or document structure. By regularly maintaining your digital files, you can keep them organized over time. You'll be able to find what you need easily.

Nomear arquivos imediatamente e aderir consistentemente às regras do sistema são fundamentais para manter a eficácia do sistema de nomenclatura. Comunicar e educar colegas ou clientes sobre o sistema facilita a colaboração e a compreensão mútua. E a revisão regular para corrigir erros ou inconsistências garante a precisão contínua dos nomes dos arquivos. Seguindo esses bons hábitos, você contribuirá para um gerenciamento eficiente e organizado de seus arquivos digitais.

Plan where and how the files will be stored in a manner that will allow for quick access. It must be intuitive so that anyone needing the files can find them easily.

I agree with this. It is important to maintain an effective and consistent naming system to avoid confusion and the loss of files. Also names of files should be communicated to colleagues as indicated.

Debe haber cooperación en equipo, que todos estén relacionados en su mismo entorno, por lo cual debe comunicación de cada proceso para evitar errores administrativos o se disminuyan los mismos.

It is equally important to back up the digital files with safety and security apart from nomenclature and organization of those files. So back up of digital files either in the form of physical files or storing them on hard disks or remotely.

Your naming system should be intuitive - folder hierarchy should guide users to the content they are looking for. Starting with a hierarchal classification system leads the user down to the file. We have relatively few folders in our root directory because at that root level, everything fits in a category. Construction, Finance, Equipment, Business Documents, HR, or Safety. If you are looking for a project file, you're not going through the Finance tree. And NEVER create a "Miscellaneous" file!

Un bon système de nommage va de paire avec une bonne hiérarchisation des dossiers les contenant. Cela peut paraître fastidieux à mettre en place mais c'est la garantie d'un gain de temps considérable pour le traitement des fichiers.

Flow or guidance. Overall of categories. Category name. Sub-category name. Creat file by using category or sub-category name. Up-to-date files Record updating.

Always have a backup storage. Use cloud storage which makes more convenient as you can access the files anywhere. Use different Digital file options to find the right one suitable for you.