| One of the easiest ways to understand how | | | | the information that has been organized, the |
| quickly an organization strategy can become | | | | person must retrace the thought processes of |
| convoluted, confusing, and difficult is to | | | | the first two steps, then conduct a search |
| look at the standard method used for | | | | that leads back to where the information |
| organizing information on a personal | | | | resides. The key to a good organization |
| computer. The idea started out right enough, | | | | system is to establish a logical process of |
| using a system of files and directories to | | | | categorization, location, and retrieval to |
| store various kinds of information and | | | | result in maximum efficiency. In most |
| programs using meaningful names to help the | | | | systems, it is the growing inefficiency of |
| users recognize and identify the information | | | | searching during retrieval processes that |
| contained in a given location. | | | | comprise the weakest link in good |
| Unfortunately, there soon developed such a | | | | organizational management. In fact, it is |
| web of files in different locations, | | | | the searching/retrieval process that takes up |
| Microsoft had to develop a tool called | | | | the most time resources in managing any kind |
| Explorer to help people search for where | | | | of information. To improve the effectiveness |
| things went. With over a quarter of a | | | | of an organization system, if it were |
| million files located on a computer, the | | | | possible to eliminate the traditional search |
| processing speed has to be quick just to | | | | processes for retrieving information, the new |
| complete a spyware or virus scan of the | | | | method would save a great deal of time and |
| system.When a person organizes information, | | | | effort. In other words, if a person no |
| there are several basic questions that must | | | | longer needed to be concerned with where |
| be answered by the system of organization. | | | | information resides once it has been |
| These questions are:1. What am I organizing? | | | | cataloged, they could retrieve the |
| | | | information by simply knowing what they want |
| 2. Where am I going to put it? | | | | to retrieve.With computers, it is now |
| | | | possible to organize information by creating |
| 3. How am I going to find it again when I | | | | an automated retrieval system as part of the |
| need it?Answering these basic needs is much | | | | initial organization process. This system |
| more complicated than it would appear on | | | | allows the user to select the category of |
| first glance, as evidenced by the number of | | | | information they want to deal with, choose |
| methods available for organization of | | | | the item within the category, and the |
| information that do not provide effective | | | | computer manages the process of locating the |
| solutions. Whether a person is dealing with | | | | item within the system, and presenting it for |
| business information, personal data, computer | | | | interaction automatically. This means that |
| programs, documents, or groceries, the means | | | | people can have instant selection access to |
| for developing an efficient system of | | | | files, documents, programs, web locations, |
| organization requires a closer look at where | | | | personal data, time based information, and |
| any system gets out of hand.When the | | | | other data simply by recalling what it is |
| organization process begins, the person must | | | | they want, without regard for where it is.The |
| be able to define and remember what objects | | | | process flattens the convolutions of multi |
| are being organized. Defining categories of | | | | tiered organization systems like computer |
| objects is a process that is easy enough, | | | | directories and files to a level that is |
| because it is driven by a personal desire. | | | | organized by category and item, no matter how |
| We look at documents like tax information, | | | | deep the layers of physical sub directory |
| letters, timesheets, research data, personal | | | | structures have become. In many cases, |
| records, and other categorical information in | | | | concern for defining items within categories |
| large quantities that need to be managed on | | | | can be circumvented as well, allowing users |
| a regular basis. Establishing these | | | | to get immediate access to individual items |
| categories of organization is always the | | | | by calling the item directly with natural |
| first thing to consider.As the process | | | | language control, and allowing the computer |
| continues, the next step is usually to find a | | | | to retrieve the information without any |
| location for the information, then to arrange | | | | further user interaction. This one or two |
| the categorized information into some form of | | | | step system of organization is one of the |
| logical sub process that allows us to search | | | | most powerful tools to be incorporated into |
| through the information quickly to retrieve | | | | software design since the advent of |
| it. Often, this takes the form of | | | | computers.Director of Software Concepts |
| alphabetical, time/date, or some kind of | | | | |
| numerically arranged system of sorting each | | | | BHO Technologists - LittleTek Center |
| individual piece of information. In the case | | | | |
| of computer based systems, there is usually a | | | | Teaching computers to work with people. We |
| categorical directory, sub directories within | | | | make software more fun for everyone. Stop by |
| the category, and finally the individual | | | | for a visit to our web site, and see what a |
| files which contain the desired | | | | difference ITL technology makes! |
| information.When it comes time to retrieve | | | | |