Organizing Your Computer Files

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Emerald Sims
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1 Organizing Your Computer Files NOTE: The information provided herein is given w ith the understanding that Sherry Borsheim and Simply Productive is not providing legal, accounting or other advice. For specific advice regarding your records, please consult your legal advisor, accountant, CRA, IRS or government agency. Tired of not being able to find the documents you need on your computer or which file is more current? Do you share your files with others and wish you had a standard file naming process. Organizing your computer files today, will save you time tomorrow. Setting up your computer file system so it works for you is easy when you follow the steps below and you ll be able to retrieve documents quicker! Your Computer Folders and Files The purpose of a standardize computer file system is to: reduce duplication increase productivity spend less time looking for files Retrieval and ease of access Respond quicker to requests Questions to consider when implementing a new file structure on your computer and on Shared Drive(s): 1. Do you have documents on your personal drive that need to be shared with other staff members? 2. What files do staff, departments, committees, councils, and/or Board Members, etc. ask you for? Files may need to be shared on a website? 3. What files do staff, departments, committees, councils, and/or Board Members not ask for but could be shared with them? Computer Folders (customize your folder structure to suit your Current Projects Future Ideas Permanent Documents (Vital) Quick Accounting Forms Marketing Operations-Core Business Offerings 2011 Sherry Borsheim. All rights reserved Page 1 of 5

2 People Productive Accounting (previous years are in the Archive folder) 2009 Accounts Receivable Accounts Payable Business Control Systems Collections Inventory Merchant Account Online Sales Purchasing Sales Receipts Travel Expenses & Programs Client Billing Financial Statements Monthly Tasks Operating Budget Budget Forecast & Plan Cash Flow Reports List of Monthly Budget Items & Credit Card Charges Payroll Reporting GST PST (Correspondence related items) 2010 (same files as above) Forms Agreements Assessments Checklists Labels Marketing Articles Bio Brochure Business Card Company Image Growth Strategies Logo 2011 Sherry Borsheim. All rights reserved Page 2 of 5

3 Marketing Plan Media Newsletter Positioning Strategy Strategic Markets Testimonials Operations (Core Business Offerings) Inventory Presentations and Seminars Price List Products Reporting Website People Affiliates Business Contacts Business Dev Meeting for Staff Clients & Customers Client A Client B Client C Inactive Client A Client B Client C Coaching Contact & Personal List HR (this may be a broad category for you. If so, move out of this sub-folder) Organizational Chart Job Descriptions Operations Manual Personnel List Referrals Sub Contracts Legal Partners Personnel List Prospects & Proposals Computer & Peripheral Info Info Other Office Equipment Telephone System Password List Remote Access 2011 Sherry Borsheim. All rights reserved Page 3 of 5

4 Website Info Electronic Management System - File Naming Save valuable time by using a consistent file naming structure. This is the key to retrieving information easily, especially in a shared environment. Default Footer set up in Normal Dot Template in Word and Excel. Footer to include Path & Filename, Page x of y, Originator of document and Date. Font is 7 point. Footer added to the bottom of each Draft or Working document for easy retrieval Footer deleted on final version of document File Naming & Version Control Procedures: Main Subject_Keyword_Keyword_VersionNumber/Final_YYYY-MM-DD Examples (need real life examples here) Ops Manual_Information Management Policy_v1 Ops Manual_Information Management Policy_v2 Ops Manual_Information Management Policy_v3 Expense Report_SherryBorsheim_Submitted_ xls Form_Monthly Expenses_Master.xls or Form_Monthly Expenses_v1.xls Budgets_Board Manual_v1_ For Safe Keeping Papers, records, back-ups and other small items that would be difficult to replace should be kept in a safe deposit box at a bank or in a fireproof safe. It is recommended that you also have a back-up of your computer files off-site in a safe place. Here are some issues to consider: If you need access to the items in your safe deposit box frequently, having it at home is a distinct advantage If you use an off-site location, make sure to keep a list of the contents easily accessible so you know what is kept there Make sure that a business partner, staff person, family member, executor or your attorney know the combination to the safe or where the key is located 2011 Sherry Borsheim. All rights reserved Page 4 of 5

5 Original Items which to be kept in a safe deposit box include: Adoption Records Bank Account Numbers, List of Birth Certificates Citizenship Papers Credit Card Account Numbers, List of Divorce Decrees Employer Benefit Statements Household Inventory with photographs (furniture, clothes, jewellery, art, hobbies, collections, etc.) Life Insurance Policies Investment Records Leases Marriage Certificates Mortgage and Other Loan Information Passports Patents and Copyrights Retirement Plan Information Titles, Deeds, Registrations for Property and Vehicles Owned Trusts/Wills Our services are customized to suit the unique needs and challenges of our clients. From your Office to your jewelry box Simply Productive can help you F.A.S.T forward to maximum efficiency. Call today for your free assessment Sherry Borsheim. All rights reserved Page 5 of 5

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