fortunately, there’s an easy way to curb the mess: by making a clearcut paperwork organizing system. and for even more ways to never lose anything again, check out these easy desk organization ideas. the best-selling file folder rack on amazon offers five tilted trays for your biggest projects, plus a bottom shelf for other desktop essentials. this steel-handled container comes in multiple sizes for both letter and legal paper. if you know you won’t need to reference the materials on the reg, turn to sleek magazine files for a more stylish bookshelf. all you have to do is look for the green folders when you want to find your tax info or blue for medical docs.
“i purchased this to use as a part of our family’s kitchen ‘command center,'” one reviewer wrote. keep your registration, insurance, and car maintenance information all in the same place. five interior pockets stow important auto papers, and an included pen and pad give you a spot to jot down the last time you took the car to the shop. the folders come with stick-on labels, or you can customize your own. dedicate a bin to each of your children and divide it up by school age — preschool, middle school, and even high school. create files for upcoming events so you stay on top of what’s currently happening in your life. don’t just dump papers in your filing system and then forget to look at them for the next month.
in general it can be helpful to think of research data management, and the resulting file management activities, as part of an overall research lifecycle. or if you expect that a large number of files will be created for your project, consider identifying a threshold number of files, such as 10% of the estimated files you are expecting to create during the life of the project, to trigger a review of your system. file names should describe the content of the file in a uniquely identifiable manner as this will aid in search and discovery within a folder or directory. if you are including a date as part of the file name, start with the year (yyyy) and then move to month and/or day (yyyymmdd).
it can be helpful for the team leader to review the file naming schema chosen a few weeks or months into the file creation part of the project to determine the usefulness of the schema and make any necessary changes. if you are documenting your folder/file structure in a “readme” file, this file should be located in the top-level folder so that it will be visible and accessible to all team members. it may be as complex as audio recording and subsequently transcribing all meetings in order to have a word for word record of all proceedings. considerations for choosing a system include: whichever operating system your team utilizes, we recommend researching the full functionality of the tools and specifically searching for ways to add metadata and organize.
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