Organize Files for New Year

This could be the year to get files organized. It takes 66 days for a new behavior to become automatic while a new habit takes from 18 to 254 days. Hopefully, the following behaviors can become lifelong habits.

Paper Notebooks
Before computers, we used notebooks, spirals and steno pads. Many of us still use them to list our daily goals, jot down random ideas or record notes while on the phone or in person. Here’s how to keep them relevant.
On the front of each notebook, write the starting date and leave room for the ending date. This is how the notebooks will be arranged in the future for easy access to information. When information is needed from a specific date, the cover has the answer.
If all notebooks are stored on the same shelf or box, it’s simple and easily found. Ideally, the notebooks will be on their sides rather than stacked upon each other to avoid a shuffled mess.
Start each new day with a new sheet of paper and immediately write the date at the top of the page. Now, the page lets the writer know when the following notes were written and makes the information easier to find later because it will match calendar items.
Once the notebook is full, write the ending date on the cover. Then, store the notebook on the shelf where it belongs by date.

Receipts
Independent contractors (freelancers) should keep every receipt they get all year. Place those receipts into an accordion-style check holder that is divided by month. It’s easiest if the true business expenses are tabulated during the year. However, having all receipts in one location will be helpful while preparing annual taxes.
Write the year on the outside of the folder and store. Keep it for at least seven years (the tax limit). Shred and recycle the contents at 10 years.

Individual Digital Files
Digital files sort by name, date modified, type and size. Date modified isn’t the date created. To ensure individual files are sorted by the date created, start each file name with a six-digit date code. For instance, 210115 is 15 January 2021 – as a computer would see and sort it. The year is 21, the month is 01, and the date is 15.
Then, add something short and descriptive about the file itself as the file name. For Example, “210415 Bob Smith - Main St.”
This coding system is especially helpful with large photo archives. While there are programs to quickly edit through photos, it’s nice to have an organized start. The date at the front of each photo file lets viewers know exactly when the photo was made – even if it was modified.

Computer Folders
Computer folders should never be on the desktop. They contain other files, unnecessarily use Random Access Memory (RAM) and are in danger of deletion or corruption. Instead, place the file folder on the hard drive, make an alias and place the alias on the desktop.
Group folders together inside logical master folders. If 10 or more similar folders exist, make a folder with the unifying similar name. If everything inside the folder is from the same date, use the date codes listed above. If not, use a sequential code (numbers or alphabetic characters) with spaces to keep important items at the top of the list. The most important folder should be named “0 -” or “A – “ followed by the folder name. This ensures it is the first folder by name.

I’ve Got Your Six!

Mark M. Hancock
REALTOR®, GRI, MRP, AHWD
214-862-7212
DFWmark.com