Have you ever searched your electronic files over and over again looking for a document? 

Do you use a standard file naming system to keep your electronic files organized? 

Many use electronic folders to begin tackling electronic file organization, but that doesn’t always solve the issues depending upon how many files you have stored on your system.  Here are some ideas to create organization and structure for your electronic files beyond using folders to help you name, file, and retrieve your documents more efficiently. 

Consider beginning each file name with a 3 or 4 letter abbreviation to help categorize the file and help you find it more quickly later.  Think about the primary types or categories of documents that you create and begin writing them down.  Then create a 3 or 4 letter abbreviation to represent that file type.  Here are some examples:

• FORM – Forms
• LTR – Letters
• MEMO – Memos
• LBL – Labels
• MAP – Maps
• ENV – Envelopes
• RPT – Reports
• SIGN – Signs

Keep this list and the abbreviations posted next to your computer so you can refer to it quickly when creating files or searching for files until you get used to using this system.

The nice element of this is all of your file types show up together on the menu list and then in alphabetical order by the name of the file.

This is also handy if you do travel itineraries for multiple executives.  Here’s an example of a file naming convention for travel itineraries:

• XXXXXX – Location – Name or Initials of Traveler  (i.e.  073007 – Tampa FL – JLP)
• XXXXXX – Location, Event, Name of Traveler (i.e. 073007 – Tampa FL IAAP Conv JLP)

When using dates in your file names, consider using full six-digit dates so they always align accurately.  You may also consider starting with a 2-digit or 4-digtit year, so you can find things by the year, then the month and day.  Using the same sample data from above, that would look like this: 

• 2007 0730 Tampa FL JLP

It’s easy to rename files that you already have created by going in to Microsoft Explorer and adding the prefix or format to your file names.  Click on the file name once to select it. Click on the file name again (don’t double click) to open the editing box.  The file name will appear in a box with your cursor highlighted at the beginning.  You can rename the file, then click outside the file name box and it’s renamed.

For questions about this tech tip, to share a tech tip, or to request a tech tip you’d like to learn more about, please send an e-mail to Julie Perrine CPS/CAP at Julie@julieperrine.com