In tandem with Kristin's article yesterday about creating a paperless office, I want to talk about what to do with the now-scanned papers in your collection. If you aren't careful, the papers that were cluttering up your office might start to clutter up your computer.

There are really two methods that I suggest people use on their computers based on the need of others to retrieve information from your machine. If your machine is your personal computer and no one else will ever have any need to use your machine, then you'll want to consider using File Plan #1. If you're using your computer for work, and the possibility exists that you may at some point take a vacation or be promoted or retire or quit your job, then you'll want to consider using File Plan #2.

File Plan #1

I am a strong believer in this filing system because it is very simple to maintain. First, name all of your files using a strict naming system. I suggest 081125-project-client. Lead with the year, then month, then date so that files always line up chronologically when they have a working date attached to them. Next, name the project or topic or whatever it is that is contained in the file. Finally, finish with the client name or billing code, if applicable. For example, this article is stored on my computer's hard drive as 081125-fileorganizing-realsimple.txt

I suggest using this naming system because it gives you three identification forms in just the file name. You can see the file name and instantly know what is contained in it. Additionally, it speeds up search results. I also do some metatagging in my file properties, but you can easily skip this step.

Use OCR (optical character recognition) on all files that include text. This will allow any text documents that you scanned to be searchable for content.

Now, store all your documents in a single folder. (I know, you're thinking, "Erin, this is crazy! This isn't organized at all!" Stay with me ...)

Finally, install a powerful search engine on your computer and call it a day. Applications like Google Desktop, Copernic and Evernote are hefty enough to find your information for you.

If you're the only person using your computer, you don't need an intricate folder system on your computer. You always have a clue what you're looking for when you go in search of it, so a robust search application is going to save you time and energy because you won't have to sift through folder after folder looking for a document. Instead, you type in your search request to the search program and *poof*, your document appears. No need to make things more complicated.

File Plan #2

If someone else may need to find information on your computer, then you'll need to set up a folder structure for your documents. I recommend using the naming convention I mentioned in Plan #1, as well as using OCR on all of your files.

Next, you'll need to put your documents into a hierarchical structure. Start with the most basic categories of your work. In my situation, I have Home and Work. At your job, you might report to two different divisions, so Division 1 and Division 2 would work for you.

Inside these folders, I recommend creating subfolders that reflect how you do your work. For me, this is separated by client name. For you, it might be project based. Then, I divide client folders into subfolders based on projects.

At this point, I want to direct you to an article that we ran on Unclutterer called Managing computer file clutter, specifically the section "Folders That Mirror Your Life." Creating Resources, Incubator, Working Files, and Final subfolders is one way to structure this folder structure to easily access your files.

If a file needs to be in multiple folders (such as a client logo that is used on all their correspondence), use aliases or shortcuts. To create an alias or shortcut, simply right click on name of the file in your operating system's file tree (on a Mac, this is called Finder), and select "alias" or "shortcut." Then, drag the new file into the folder of your choice. Make as many aliases or shortcuts as you desire.

I also recommend installing a desktop search application to make your work faster and more efficient. An intricately organized file structure is purely for other people's benefit more than yours. With a single keyboard command and the text of your search you can instantly have your file at your fingertips.

Good luck with your filing endeavors and stay tuned for tomorrow when Holly will conclude our series on the paper-reduced office. If you have any questions about the information above, leave them in the comments!