What's a Good Way to Organize Your Hard-Copy Technology Resources?
Linda N. Smentek
Hayt School
Chicago, IL
Introduction
Even before you were in your own classroom, you probably began to collect hard-copy resources relating to technology - software program how-tos, fantastic sample lesson plans, great-looking rubrics, and more. How do you organize all of this information so that it is available to you when you need it? With a little thought and effort at the beginning of a school year, you can establish your own system of technology reference tools and become your own best resource!
Sometimes the hardest part about doing a job or starting a project is just making the first move. The same is true about setting up some type of system that will help you organize your technology resources / information. The time you set-aside at the beginning of a school year to organize information will really save you time and effort in the long run.
I have been a technology facilitator / coordinator / computer teacher for several years. Before that, I was a classroom teacher. As with most teachers, I'm a collector! I save because I never know when I will use the information included in some school announcement or when I will want to access the information provided by some workshop. Here are some hints that I have used to organize my technology resources. I hope they will help you begin to develop your own system of organization.
When To Organize
I'm an organizer, so it seems I'm always organizing my papers. However, once a year, I really go through my files and binders with a critical eye. I sometimes use long school breaks (i.e. winter vacation, spring vacation) to do the cleanup files job. If I'm not taking classes during the summer, I have found the summertime to be the best time for me to overhaul my files. Sometime it is useful to organize when you can step back from the information and give yourself a few days to think about a system that works best for the type of environment in which you work.
Storage Containers
One way to organize information is to keep some filing cabinets at home and some cabinets in the classroom. In my home cabinet, I keep technology information that I don't need to reference on a day-to-day basis. (i.e. teacher certification, workshops I attended, past class projects that I am no longer using that might be useful at a future date, class lists from past school years). If a file cabinet is not available, I have used big plastic boxes that can hold file folders in an upright position. (While working on one of my degrees, I purchased a huge plastic box to hold separate file folders with notes from each class I took. Any university paperwork related to the degree was filed in that big plastic box. I even kept textbooks and report cards there. By the end of the degree, when I had to fill out paperwork for salary adjustments, a graduation application, and teacher certification updates - everything related to that degree could be found in that one place!)
Other storage devices I have used are 3-ringed notebooks (with tab dividers) and color-coded pocket folders (with labels). Either of these is great for storing information you need more often. Since I infrequently make labels (using the Tools Envelopes / Labels feature in Microsoft Word), it can take me a while to figure out how to format the tabbed dividers or labels. Now, I just save the computer files I create for my tab dividers. When I need to edit or create new dividers, I open the old file, make adjustments, rename the file and then print! Using old computer files as templates saves a lot of time! I have created a floppy disk / CD that contains classroom startup files. Every August, I go to that disk to find bulletin board ideas, label templates, and room signs that I use each year!
If you are using a 3-ringed notebook to store your information, you can purchase a 3-ringed puncher at a dollar store. The cheaper puncher can help punch small amounts of paper. Ask at your school where their professional 3-ringed puncher is stored. It allows you to punch several pages / handouts at a time. Your school might even be able to supply you with your own sturdy puncher!
Sometimes, you can find a hand-held label maker machine for just a few dollars. These are great investments. Though they may seem costly when starting out, hand-held label making machines prove to be quite useful in any classroom environment. You can ask for one as gift, put it on a wish list, or watch for times when the office supply stores have sales. Check out what deals the office stores have for teachers. Office Depot has a Star Teacher program that allows teachers to purchase supplies with a 5% discount!
Both home and school filing systems should be gone through at least once a year to weed out things you don't really need. I sometimes just pick a week to go through my cabinets, devoting 10-15 minutes at the beginning or end of each school day.
While most of this article concentrates on storing all of the technology-related paperwork that crosses your desk in that same paper format, I would be remiss if I did not mention electronic storage of this information. With the use of a scanner, you can save your paperwork as a computer file. Depending upon the scanner setup, the file either will be saved in a graphic format (picture, not able to be edited) or it might be saved in a text format so that you can later edit the information. If you find information while using a browser (i.e. Netscape Communicator or Internet Explorer), you can highlight the information (drag across desired text) then copy the information and finally paste it into a text document (i.e. Microsoft Word). Occasionally, the copy/paste method loses some of the formatting you saw in the original Internet document (i.e. paragraphing, italics, Ö). Be mindful of copyright regulations if you are copying / pasting information from the Internet into a text document.
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