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