Computer File Management Basics for PLC Staff and PLC Students
Thought file management was just for paper files? It’s just as important to keep the files on your Mac computer organised and up-to-date. Just as with paper files, the goal of computer file management is to ensure that you can find what you’re looking for, even if you’re looking for it years after its creation. These file management tips will help you keep your files accessible.
1. One Place for All: Place all documents in the Google DRIVE folder and nowhere else. So whether it’s a spreadsheet, a letter, PowerPoint presentation or Google Slide presentation, it goes here. This will make it easier to find things and to run backups.
2. Create a Folder Structure Template: If you build your yearly file structure as a template, you can just copy it at the start of the year, and just change the year/class. That way you don't have to create new folders as you go and you become familiar with where you store certain types of files.
3. Create Documents in Folders: These are the drawers of your computer’s filing cabinet, so-to-speak. Use plain language to name your folders; you don’t want to be looking at this list of folders in the future and wondering what “DBS” or whatever other interesting abbreviation you invented means.
4. Nest Folders within Folders (Hierarchy): Create other folders within these main folders as need arises. For instance, a folder called “budget” might contain folders called “2014”, “2015” and “2016”. A folder named for families of students that you teach might include the folders “family_data” and “correspondence”. The goal is to have every file in an appropriately named folder, rather than having a big bunch of ‘orphan’ files listed in a miscellaneously named folder.
5. Follow the File Naming Conventions: Do not use spaces in folder / file names, keep names under 20 characters, and use all lower case. You should also use an underscore instead of a space. So, a folder named for a student should be mary_smith rather than Mary Smith.
6. Be Specific: Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if an MS Word document is a worksheet to a for a mathematics lesson, call it something like “mult_3digit_10.doc” rather than something like “worksheet.doc”. How will you know what the document is without opening it? See the next point.
7. File as You Go: The best time to file a document is when you first create it. So get in the habit of using the “Save As” dialogue box to file your document as well as name it, putting it in the right place in the first place.
8. Order your Files for Your Convenience: If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a • or an AA at the beginning of the file name.
9. Cull your Files Regularly: Sometimes what’s old is obvious as in the example of the folder named “budget” above. If it’s not, keep your folders uncluttered by clearing out the old files. Do NOT delete school related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders in the Documents folder, create a folder called "archive" or "inactive" and move old files into it when you come across them.
10. Back-up your Files Regularly: Whether you’re copying your files onto another external storage drive or burning onto CD, it’s important to set up and follow a regular back-up regimen. What’s yours?
11. Use File Extensions on Documents to Identify Application: File extensions (sometimes called suffixes) usually appear at the end of a document name and usually identify the application that it was created in. It is important that the file extensions be visible and used at all times. When you are naming / saving a document, the Save As dialogue box usually has a tick box that gives option for a file extension.
This should always be ticked and therefore it is not necessary for you to type in the file extension yourself. Some commonly used file extensions are as follows:
.jpg – image file
.docx – Microsoft Word
.pptx – Microsoft PowerPoint
.xlsx - MS Excel Spreadsheet
.html – web page address .
.pdf – printable document
.pages – Apple Pages file
.key – Apple keynote
Cloud based documents don’t require a file extension, so that helps with naming Google Slides, Sheets and Docs.
*The Search / Find function is a wonderful thing but it will never match the ease of being able to go directly to a folder or file. If you follow these file management tips consistently, even if you don’t know where something is, you know where it should be – a huge advantage when it comes to finding what you’re looking for.
If you would like any help with anyone this please contact the Helpdesk