This is awesome advice from Richard. It made my life so much easier to get aq system and follow it. Personally ... I like to tag all relivant files to the property ... such as ... "Scarlet Oak Purchase agreement" etc. What ever helps you, stick to it!
Enjoy this wise post!
When creating and saving documents, photos, videos or any other kind of file, taking the time to name the file properly at the time of saving it can really help you down the road.
How many times have you looked for a file, only to be frustrated because you can’t remember what you named it? And the worst part is, the computer could find the AWAOL file if the proper keywords were embedded in the name.
We are always tempted to save time, and we often don’t really think about the usefulness or placing pertinent information in a filename. But in an industry inundated with documents, good nomenclature is a must!
For example, the name of a contract should contain the document type, the address of the properly, and the client’s name. Instead of naming it “contract1.pdf” a name like:
“executed_contract_1332_main_street_john_doe.pdf” would enable you to search for the document with any of the relevant keywords. It would also make it more obvious to a recipient as to the nature and content of the file without even opening it.
Most operating systems allow for 256 characters in a filename, so as much information can be attached in the name as space allows.
A good file naming approach can make finding it effortless.
And the less frustration that we endure, the better!
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