E-File Cabinet
What Is E-File Cabinet?
E-File Cabinet is a preset filing system designed for the following User types:
Accounting (My Acct Docs)
Administrative Assistant (My Ad Asst Docs)
Executive (My Exec Docs)
Secretary (My Secry
Docs)
Student (My
Student Docs)
Werecat drew on the convention established with Microsoft of files being saved in a folder called “My Documents” when designing E-File Cabinet.
How It Works
Users simply decide which E-File Cabinet system meets their needs and copies the nested folders onto their own hard drive by dragging and dropping them into an appropriate folder for document storage.
What It Looks Like
Except
for My Student Docs, each system first divides the User’s work into 2
broad categories, Business and Personal.
(My Student Docs divides work into Personal and School, appropriately
enough.)
Personal Documents
The Personal folders of each system (except My Student) are identical. Personal documents can be stored in the following folder/categories:
Budget
Correspondence (subdivided into
Business and e-mail)
Lists
Miscellaneous and
World Wide Web
The Student configuration includes a few additional folders, reflecting the fact that a student’s personal life and school life overlap to a greater extent than the professional’s formats. Additions include:
Graphics
and
Reference
Business Documents
Each of the professional configurations has its own unique (although similar) hierarchy in the Business folder. This picture shows the preset configuration for Administrative Assistants (My Ad Asst Docs).
Folders can be added for each person supported or known project or report names to further the goal of easy file retrieval.
Note: When folders become crowded, or when the hard drive gets “full,” Werecat suggests that Users move old files to diskettes which directly reflect the names of the E-File Cabinet system, to ensure that archived files continue to facilitate the easiest retrieval possible.
Anatomy of An E-File Cabinet “Business” Filing Folder
The
Business folders all contain some items that are identical. These include:
Correspondence Forms Graphics Miscellaneous World Wide
Web
folders
inside each Correspondence
folder, to help Users divide documents into useful categories. Inside the
Master Docs folder, some of the additional folders have the same
name as in this Correspondence Folder. But the only documents that will be stored in the folders in
the Master Docs folder are Master
copies of letters, labels and memos, keeping them separate from actual
letters or memos sent.
folders,
with sub-folders appropriate to the subject folder. In Expenses,
there are folders for Completed and In Process expenses. The User determines at what point
documents should be moved from one category to another (when an expense is
considered complete); to effectively use the system, the only requirement
is consistency. Forms is sub-divided to allow Master forms to
be stored separate from completed forms.
This will help to ensure that Users do not mistakenly save a
completed form in place of a blank master document.
The Graphics
and Misc folders do not have any sub-folders inside them, but Users
could have them added if appropriate (for example, Graphics could
have a sub-folder called Logos).
Databases (Excel, Access, Word) – but not the databases
for specifically for merge documents – those are back in the Correspondence/
Databases folder or Lists
(usually Word) of information (the kind of lists we all have on our cubicle
walls). And Databases is
sub-divided to allow special databases of contacts (like an electronic
Rolodex) to be stored in their own location.
Reports is subdivided into Current and Old
(another diskette archiving opportunity). WWW can be used to store anything connected to the Web
– from items found, to home page documents. E-File
Cabinet provides a generic solution to the on-line filing system vacuum
that most Users operate in. Werecat
System Consultants, the developers of E-File Cabinet, can create custom
filing systems for your specific needs.
