Friday, December 16, 2011

Keeping translated files in order

1. Use a designated document folder
Leaving documents wherever they got downloaded is not a good idea. Using a designated folder helps in keeping all documents in one place, and you don’t have to go looking for them on your whole HDD.
2. Use a consistent method for file and folder naming
If you work for different client and agencies, you can easily get lost with what you did for whom and when. Try to think of a clean structure for your folders, for example categorising documents not only by the agency name, but also by the dates, end client, or word count?
3. Keep names short
Long names can cause problems in browsing, and it is much more likely that you’ll remember a shorter name, and you won’t have to resort to searching. It is also a good idea to use abbreviations.
4. Separate ongoing and complete work
It is extremely important for translators to keep their current and past projects separately. Just don’t forget to move your completed projects to your archive!
5. Keep similar things together
If you prepare templates for translation, keep them all in one folder and try to group them. What about keeping English certificates all together?
6. Use shortcuts instead of copies
If you have a document that belongs to different folders, create a shortcut instead of copying the file. You’ll be able to maintain consistency and ensure that you always work on the most complete version of your document.
7. Consider online storage
Despite our security considerations, it is a nice idea to think of storing some of our documents in the cloud. Thanks to that, you can access your documents from different locations and computers, without the need to create copies.
8. Clean up regularly
Move documents to the right folders, delete those that you don’t need anymore, create archives for stuff you don’t use. Depending on your workload, you should spend some time on arranging your files at least once in every 2 weeks.