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Freelancers find that having a good filing system for clients computer files first takes some planning. After determining the types of files you produce, set up folders for each of those types.
Now let’s look at some techniques for organizing and maintaining the files.
Cleaning Out Current Directories
Let’s divide our files into two categories: current and archives. Keeping a lot of old files no longer regularly needed in an active directory makes it more difficult to find something.
But you’ll probably still want them close. Once a file no longer has an immediate use (not part of a current campaign), move it to an archive directory. With fewer files, you’ll be able to see files that require attention now.
A Folder Inside a Folder
When doing computer housekeeping, move the files that aren’t needed now (and may never be again) into a directory named “OLD” inside the current directory. Then, should that file be needed, you can locate it quickly because it’s only one directory down.
For the client of a freelance copywriter, we’d have a directory for a client’s ad copy. But once a campaign is over, that copy is moved to the “OLD” directory. That copy is out of sight yet close by.
Of course, you don’t have to call this directory “OLD.” Instead, you might prefer labelling it “inactive,” “archive” or some other name that fits your needs.
When a question about billing from last year comes up, you need to know when that bill was sent and paid. So check the “OLD” directory, find the file “SMITHPOOLS INVOICE (probably with the date as part of the file name).
A More Complicated Approach
A simple folder structure might be inadequate for many bigger businesses. An approach offering more options might work this way. All the folders could be under a directory named “BUSINESS” or “CLIENTS.” Below that could be a directory for each client.
Under the client’s name could be its files including:
• Invoices
• Copy
• Notes
• Web design files
Or some might prefer each major project have a separate folder. There could also be a directory for completed projects.
Designers and Coders
The type of work done also dictates the setup. Web designers could have one folder for successful work for a client and another folder for attempts that failed. Separate directories would be maintained for finished work.
Programmers writing computer code for a big website project would probably use several folders. They’d have several directories, each with the project name. In case they have to return to a previous version, they can easily find it.
Versions
One way to maintain file updates is to “version” them. Version 1.1 might change to 1.2 for small change say where only one thing might be changed. But perhaps a drastic change is made in an ad. The version name might then change from 1.2 to 2.0.
By Year or Campaign
You might prefer to start a new client directory at the beginning of each year. Old directories would still be kept, separated by year. Inside each directory, you could still have the “OLD” folder.
A separate directory for each of the client’s campaigns or projects also works for many. Perhaps a designer drew many versions of a new company logo. Because they might need some of that material for future projects, all those logos could be kept in a directory.
Summing Up
These are just a few examples of how keeping an efficient computer directory system up to date makes it easier to service a client. There are many variations that might fit your needs so give one a try.
Having a well-planned and maintained system helps keep any size business operating smoothly.
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