Detailed data collection of file management mode

The file management method is how to manage your daily files and how to manage your daily files. The essence of file management lies in convenient storage and quick extraction. All documents will be sorted by folder and put in the place where you can find them most conveniently. At present, the most ideal way to solve this problem is classified management.

Basic introduction of Chinese name: concept of archives management law: methods for managing your daily archives Purpose: convenient storage and quick extraction methods: classified management features: scientific standardization of relevant systems: reasons for management, management methods, first move, second move, third move, fourth move, fifth move, sixth move, seventh move, eighth move, daily management, tracking management, position management, card management, etc. Inside the computer, on the computer desktop and in the "resource manager", it is also full of disorder and confusion. This virtual chaos has greatly affected the performance of computers and the efficiency of our office. Faced with this problem, many people think that the hard disk space is not enough, the computer performance can't keep up, and a new computer is needed. In fact, what we really need is to sit down and take the time to really manage the files in the computer, which can save us more time in the future. The essence of file management lies in convenient storage and quick extraction. All the documents will be sorted through folders and put in the place where you can find them most conveniently. At present, the most ideal way to solve this problem is classified management. From hard disk partition to the creation of each folder, we should divide it into multiple levels of large and small folders according to our own work and life needs, and establish a reasonable file preservation framework. In addition, all files and folders should be named in a standardized way and put into the most suitable folder. In this way, when we need any documents, we will know where to look. This method is not an easy task for quite a few people, because they are used to keeping files at hand and searching for them diligently and clumsily. Below, we will help you formulate a set of principles of classified management and urge you to develop good habits of file management. The following are some basic skills we have summarized. These skills are not dogmas and may not be suitable for you. However, you must have your own rules, stick to them and form a habit. There are many reasons for us to make good use of My Documents, which can be easily found on the desktop, start menu, resource manager and save/open window, which is beneficial for us to open and save files conveniently and quickly. We can use the existing directory in My Documents, or we can create our own directory to store frequently accessed files. As for the problem that "My Documents" may be deleted by mistake when the system is recharged, you can create a directory on the non-system disk, then right-click "My Documents" on the desktop and select "Properties". In the My Document Properties window that pops up, click the Move button under the target folder, and then specify the folder we just created in the new window. After recharging the system, it is safe and convenient to perform the above operation again and then point to this folder again. Tip If you are using Windows 2000/XP, when you move the My Documents folder, all the files in this folder will be moved automatically. However, if you use Windows 9x, you need to manually move all files under C:\My Documents to the newly designated folder, otherwise you may lose data. The second mobile folder is the skeleton of the file management system, which is very important for file management. To establish a folder structure that suits you, you first need to summarize and analyze all kinds of information, work and life that you have come into contact with. Everyone's work and life are different, and the information they receive will be very different, so analyzing their own information categories is the premise of establishing the structure. For example, quite a few IT freelancers and editors create folders according to the categories of software and hardware. Moreover, many teachers set up folders according to their own work contents, such as teaching work and class teacher work. Similar file names can be named by files with the same letter prefix, and it is best to store similar files in the same directory, such as image for picture directory, media for multimedia directory, doc for document, etc. , concise and easy to understand, clear at a glance, easy to open with a software. In this way, when we want to find a file, we can immediately think of where it might be saved. The third trick is that you can't have too many files in a folder. Files with fewer than 50 files in a folder are easier to browse and retrieve. If there are more than 100 files, the browsing and opening speed will be slow, which is inconvenient for viewing. In this case, you must consider archiving, deleting some files, or dividing this folder into several files or creating some subfolders. On the other hand, if a folder has only a few files for a long time, it is also recommended to merge this folder into other folders. The refinement of the fourth classification will inevitably lead to the increase of structural levels. The more levels, the lower the efficiency of retrieval and browsing. It is suggested that the whole structure should be controlled at the second and third levels. In addition, the level is best combined with the information you often process. The more commonly used categories, the higher the level. For example, if you are responsible for editing multimedia columns, the multimedia folder should be a first-class folder, and the information folder of courses taught and classes managed by teachers this semester should also be a first-class folder. The number of folders, the number of files in folders and the level of folders are often unsatisfactory. We can only find the best combination point. Fifth, give files and folders a good name, but what is a good name has no fixed meaning. Describe the category and function of this folder in the shortest words, so that you can remember the general contents of the file without opening it. It can be a good name. To use uniform naming rules for all files and folders in the computer, we need to make these rules ourselves. When you first use these rules, it won't be as easy as typing a few words at random, but once you realize the benefits of naming rules that are easy to view and retrieve, I believe you will stick to it. In addition, from the perspective of sorting, we can add some special identifiers when naming our commonly used folders or files, so that they rank first. For example, when a folder or file needs to be accessed much more times than files of the same level, the author will add a "1" or ""before the name, which will make these files and folders rank first among all files in the same directory, while those that are relatively minor but frequently accessed can add a "2" or "",and so on. In addition, the file name should be as short as possible. Although Windows already supports long file names, long file names will also bring confusion to our identification and browsing. Sixthly, if the files from a year ago are still with the files you are dealing with now, if the emails from a few months ago are still with the new emails, it will be difficult for you to find what you want at a glance. It is a good habit to deal with expired files in time, back up and delete unnecessary ones. Take the teacher as an example. The lesson plans and materials taught last semester will be rarely used this semester, so they should be stored in another lower-level folder or even burned into a CD. Moreover, some documents of this semester, because of frequent access, had better be put in "My Documents" for easy access. For teachers, a semester is a cycle. After a period, the folders of that period will be processed accordingly. For people in other industries, there are also different cycles. We should file folders and files according to our actual work and life needs. It is suggested that timely backup is necessary for data security. For backup, please refer to "Simplifying Complex Backups" in this issue. Back up files in time and delete files that are no longer needed. Seventh measure If we often need to access files or folders quickly, we can right-click and select "Create Shortcut", and then put the generated shortcut in your usual place. Of course, when files and folders no longer need frequent access, you need to delete shortcuts in time to prevent them from taking up too much space or attracting your attention. The eighth trick is to establish a perfect structure, standardize naming and file regularly, which is what we have to do. This is not a complicated operation, but it can greatly improve our work efficiency and save our limited time. If you start now, please take out a piece of paper first, understand your information category, make clear the number and location of folders to be created, and formulate file naming rules and filing rules for important folders. Then, according to this rule, a large amount of information already existing in the computer will be moved, renamed and deleted, and you must overcome your bad habits in future operations. It may be difficult at first and the rules may be complicated, but I believe it won't be long before you get used to seeing well-organized files and folders and enjoy the happiness brought by efficient management. Daily management In order to facilitate the use of files, you can consult them at any time, and the daily management of files should be as scientific and standardized as possible. In the operation and use of tracking management files, in order to facilitate the search and confidentiality, it is necessary to accurately grasp their flow direction. The main measure is to do a good job in registration, which can be done by setting up a special account book or adopting a "diary-style" method of diligent recording and diligent sales. "Diary fact" is the record of every foothold in the process of office document circulation and undertaking. It is a powerful tool for word processors to find and access files. Generally, it is recorded by file tracking sheet. File tracking sheets are in the form of cards, and each type of file tracking sheet is put together. Take the county government as an example. Central archives, internal periodicals, provincial archives and internal periodicals, provincial archives and internal periodicals, municipal archives and internal periodicals, municipal archives and internal periodicals are placed in their respective boxes. After the file is restored, the tracking table will automatically become invalid. Location management refers to the so-called location management, which takes back files sent for reading and processing and stores them in a pre-specified location. The specific measures are: making file boxes (plastic boxes or self-made plywood cartons) with appropriate thickness according to the length and width of files, marking all file names of the institution on the boxes according to certain rules (referring to the categories of receiving registers), dividing the file cabinets into two or more use periods, that is, the first half year and the second half year, and dividing the file cabinets into grades (central level, provincial level, municipal level, etc.). ) with rungs. Then, according to the name marked on the file box, according to the hierarchical order from top to bottom, put the box on the corresponding level in the cabinet. The files returned from the operation are sorted by level. Card management In file management, files can be managed by compiling "file cards" to facilitate searching. "File card" is a retrieval tool to reveal the content and composition of the file of the unit in the form of a card. Storing a vast amount of archive information and scientifically classifying it, so that the content information of the same problem and topic can be gathered together to form an organic whole, which is convenient for leaders to provide and use information on their own initiative. "File card" is a widely used manual retrieval tool at present. Pay attention to the following situations when compiling file cards: 1. When it is illogical to fill in the document title, the title should be changed according to the actual situation. For example, some statistical tables are often published directly and uniformly by superior organizations, and the title is often "national statistical tables". If such forms are used in county-level units, the title should be rewritten as if they are unnamed documents or documents named Title, and a concise and accurate title should be drawn up according to the contents of the documents. Although some documents have titles, it is more accurate to add a subtitle at a glance. 4. For the title with too long words, it can be short enough for people to see at a glance without affecting the will of the document. After the cards are classified, the order and arrangement position of each card in the category should be fixed according to certain methods, so as to maintain the historical relationship between files and make them visible. The card format standards compiled by each unit should be consistent every year, so as not to be separated and easy to find and use. The arrangement of file cards mainly refers to the arrangement of file cards within categories and subcategories, which can be arranged in the order of category-category-subcategory (problem)-year-author-time. In this arrangement, files of the same nature are grouped together, which is convenient for quick and accurate search. The order habit of arranging cards in those years was: first superior, then level, then lower level; Party Committee before taking office; Leading organs first, then business departments. After the cards are sorted and fixed, put them into the card cabinet, and set index cards such as category, subcategory, question or year, author, etc. Finally, write a "need to know". This can not only overcome the confusion of file storage and utilization, but also ensure the quality of file card compilation. The system management should establish the system of borrowing, handing over and filing files, so as to check and discover problems such as loss and damage. The establishment of the system of borrowing, transferring and filing files generally includes the following contents: 1. Establish a file lending book. That is, all kinds of files are purposefully classified into books, so that they can be easily found when reading. 2. Pay attention to the following points when borrowing files: (1) Be careful. No matter who borrows files or materials, why and when, no matter how urgent and busy they are, they should scrupulously fulfill the registration and signing procedures in the "Borrowing Books" (2). Clarify the borrowing time and control the reading range of "confidential" files. Especially when borrowing files marked "confidential", you should always ask the leaders for instructions, and explain the precautions in person before borrowing. (3) diligent in investigation. The managed files are cleaned once a week, once a month, once a quarter and once every six months. When there is a problem, you will take the initiative to report it in time so that it can be solved in the first time. 3. List the documents belonging to this book, to whom only and when.