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Tuesday Quick Tech Tip!

July 7, 2015 by Heather Filed Under: Digital Organizing, Organize, Organizing Projects, Tips & Resources Leave a Comment

I come across a lot of digital files that need purging and organizing and though I’d share this Quick Tech Tip…

I’ve been working with a client recently who use to own several art galleries and is in preparation for re-launching her career.  Anytime we want to share our “stuff” with our “peeps” we need to gather those peeps into a list…so for this client list-building meant reaching back into the archives of her old gallery and customers to retrieve their info.

Part of what I LOVE to about what I do is researching new/better solutions and systems for maximizing our efforts. In this case with just a bit of research I found this portable floppy drive that plugs into a USB port so we can retrieve all those old files quickly and easily.

Quick Tech Tip Portable floppy disc drive

This little device is only about $10-15. Floppy disc’s contain such a small amount of info compared to what we store today. It takes practically no time to copy this stuff onto a new hard drive or just quickly scan the files and determine if you need anything.

I’m really happy with this small tech tool! Now I have an easy solution to help you part with all those old floppy discs sitting around that may or may not have important info! Yes, there are services you can send your disc’s to to retrieve your info but some people are not comfortable with sending personal info to strangers (not unreasonable in the age of ID Theft!). I’ve established my clients trust and this solution gives me the method to solve this for my clients quickly and without getting a third party involved.

Once you have what you need, find the best solution for recycling these floppy discs and get rid of them! This is an easy project you can do for yourself. Do you have old floppy discs sitting around?

Finding Electronic Files

November 9, 2012 by Heather Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

In my previous life as a Designer and Project manager, I witnessed a lot of different filing systems both electronic and paper.  Some of these were quite effective but many were very cumbersome and way too complicated.  Below, my take away is a system that I created based upon the best of everything I learned. I use this system across the board for all my files (on my computer, on paper and in the cloud- design-business-personal).

Having one simplified filing system that applies to all categories makes it simple to locate what you need wherever you need it.

Inside Level 1:: Broad Hierarchy based categories

You can see I have less than 12 folders that are logically divided by category.  These live in my main documents folder (which is where everything goes).

Simplified Filing Structure

Inside Level-2:: Sub Categories-Business folder (similar sub folders for other categories)

…again not many folders and I’m keeping categories broad but specific to help me quickly locate files.

Simplified Filing Structure

Inside Level 3::Detailed Categories (Year- ‘Clients’ folder)

This is where all client folders are kept by year.  I happen to keep my client folders alphabetically by last name but a numbering or other type of system would work equally well.

Simplified Filing Structure

Inside Level 4:: Sub-folders or loose files

These are the specific files I need to keep for each category, they could be monthly accounting based or whatever I may need for working files.

I use a very similar Hierarchy system for my email files.

In this case I keep emails (when needed) in Outlook folders. Level 1-Broad, Level 2-Sub Categories, Level 3-Detailed categories

Simplified Filing Structure

I hope this filing system overview gives you a few ideas of how you can simplify or re-arrange your computer filing systems.

What kind of computer filing systems do you? Are they simple or more complex than this?  I’d love to hear about them.

 

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