Best Practices for Organizing Your Digital Files
By Kevin Shirley, Associate Broker (DC), GRI, ASP, e-PRO
If you spend most of your time working on your computer, chances are that you end up creating lots of files, documents, and folders every day. Many people even end up storing all their documents locally on the desktop to ensure easy access. But after a few days, you may find it challenging to recognize the folders and files on the system. Moreover, improperly placed digital files may take up most of your valuable time to locate the right folder or file at the right time.
Learning best practices for organizing your digital files is a must. It may help you avoid complications in the storage, sharing, and searching for the desired documents and files. This is essential not just for individuals but also for business owners and employees, especially when working in a shared environment.
Create a folder structure
This may sound complicated at first, but there are generally three basic options for the folder structures. You can organize them based on the file type, data type, and project or client type. This structure ensures easy identification of folders and files so that you can save time while searching and sharing them. For personal files, you can create subfolders such as family, friends, finances, etc.
Stick to a specific organizing system
Once you are ready with the structure, it is better to stick to it for storing different documents. Plan to follow it for at least 3-6 months strictly, and then you will be used to the pattern. It will also help you recognize which things are critical and must be protected with passwords. Also, it ensures an easy optimized file system.
Use default installation folders
It is vital to use default file locations while installing different applications. In window systems, the application program files by default are saved in the Program Files Directory. If you try to install applications anywhere else, it may get confusing over time. Hence, it is better to follow default locations for installations so that you can access the system files easily when needed.
Nest folders
It is useful to create folders within the main folders whenever needed. For instance, when you have designed a folder for financial documents, you can create separate subfolders to store invoices, balance sheets, customer data, and correspondence files. This nested folder system’s primary goal is to locate similar types of files at a specific location.
Back up files regularly
Experts advise following appropriate backup routines for your system folders and files to some other drive. It is better to keep a hard-disk where you can store all your essential documents from time to time. It will save you from trouble even if your laptop or desktop operating system suffers some major issue.
Once you start following these simple tips and tricks for organizing your digital files, it will be easier to manage your routine work without worrying about lost files.
