Folders and file names on the PCGuideline in PDF

Aim

Ensuring a clear, well-organised allocation of folders and files for a project.

Description

This may appear to be a trivial topic, but a well-organised file structure on your computer helps you retrieve files (quickly). A well-organised structure is also useful when making back-ups and ensures that others are able to retrieve files as well. Examples of a file structure are shown here.

Think carefully about naming your files properly and work with version numbers if the file is constantly being modified, for instance, an article or analysis file, i.e. article v1.doc, article v2.doc. Or use the date: article 4jan04.doc, article 2feb04.doc.

The EMGO+ Institute recommends that as little paper is used as possible within the organisation for documenting and archiving. It is therefore recommended that correspondence, literature, etc. is stored as a pdf in the most relevant folders.

You need to take the following precautionary measures if you want to modify the existing file structure:
-          Make a full back-up before you start to (re)organise;
-          Copy the files to their new location;
-          Don’t change any files or folders you’re not familiar with;
-          Only change your own folders and files:
-          Test files containing links such as Access database files and Reference Manager files.

V1.2: 1 Jan 2010: English translation.
V1.1: 22 Jan 2009: Amendment to paperless archiving.
V1.0: 22 Mar 2004.