The technique used is hierarchical in nature and involves the use of folders and sub-folders, where similar items are stored together. The technique is easy to see through and the user should try to strike a balance in-depth/ breadth because of too much piling up of files in the folders and subfolders (Usenix.org). When used consistently, the method has its advantages because the information is important for future access and retrieval. The method also simplifies the workflow in file management and files are easier to locate and browse. In instances of data sharing, the process is made easier due to the fact that the files are easily distinguished from each other within and across folders. Due to the volumes, the user could look into using the tag-based organization structure where items are assigned one or more tags, and where one item can be put in more than one category for easier access. The two methods could be used interchangeably, provided there is consistency and correct tagging/ labeling (McNeill, 2013).
Hardcopy vs softcopy has been discussed in a number of forums with many claiming that the use of hardcopy material brings a reality to the whole reading experience. In this situation, it seems like the individual is duplicating information too much due to fear of loss of material as experienced in the past. With the current technology, lost data is recoverable, and keeping two flash drives containing similar information and using up too much time trying to update is not appropriate. It would be better if the user kept the hard copies for studying because they are more comfortable with the hard copy, but in regards to soft copy, store the information in the hard drive and for the sake of portability, make use of one flash drive. However, for security reasons, it is advisable that the flash drive shall not be connected to the computer longer than necessary except for the update of information, upon which it shall be disconnected immediately (Richardson, 2013).
The idea is good though I would be worried about whether adequate information has been captured during the summarization process. As much as summarizing the article may have a positive impact by reducing the amount of information for storage, thereby allowing more files to be stored, it may prove detrimental when the files have to be used later and some information is missing. I would suggest using the tag method of storage because it only requires a tag to be attached. Upon the demand of the document or article, a click on the tag leads to the location of the article, which does not necessarily have to make use of any storage space (Pai, 2008).
It is very noble to remain on course by reviewing case studies from the institution in which you study. However, being at the university means that an individual is getting prepared for the corporate world, which consists of persons from many other institutions all over the globe. For this reason, it is advisable to get to know what other people do in other institutions, other cultures, and how they view and measure success. These case studies help to provide a wider scope and at the same time expose an individual to other different worlds. While at it though, it is important to remain grounded and principled, not to allow what you learn from those other sources to deter your goals or negatively guide you off the course you are taking. They should only be used to offer insight into your journey towards your goals and objectives (Walker, 1996).
The filing system of choice depends on the volumes of files being stored. At the onset of the program, the files are fewer but as the individual progresses, the volumes increase and the individual has to decide whether the previous filing system is working adequately, or if there is a need to change it or combine it with another system. At the beginning of my course, I used the hierarchical method but later combined it with the tag filing system as I realized that my files increased to large volumes, and it got more difficult to access them as time went by (Lib.cam.ac.uk).
The process could be made shorter by tagging, which is the process of assigning information by the use of external links to the file. This could also be done by the addition of searchable keywords to files in Windows (McNeill, 2013).
Agrawal, Arpaci-Dusseau, A.C & Arpaci-Dusseau, R.H. (n.d.) Generating Realistic Impressions for File-System Benchmarking. 7th USENIX Conference on File and Storage Technologies. Retrieved on 22nd March 2014 from https://www.usenix.org/legacy/event/fast09/tech/full_papers/agrawal/agrawal.pdf
McNeill, K. (2013). Research Data management: File Organization. Retrieved on 22nd March 2014 from https://libraries.mit.edu/guides/subjects/data-management/File%20Organization_JulyAP2013.pdf
Organizing Files: Developing an Electronic Filing System. Retrieved on 22nd March 2014 from http://www.lib.cam.ac.uk/dataman/resources/Incremental_factsheet_Cambridge_Organising_folders.pdf
Pai, G. (2008). Data Structures. Tata McGraw-Hill Publishing Company
Richardson, B. (2012). Records Management for Dummies. John Wiley & Sons, Inc.
Walker, H. (1996). Filing Systems. Records Management Journal. 6(1), 51-58