Many people have difficulty keeping track of their digital files. That’s understandable, given how many files people tend to have to keep organized. Over 330 billion emails are sent a day, after all, and that’s not even mentioning all the other file types.
So, how do you keep all the files you have floating around on different computers and in different accounts organized? Read on to find out how to organize digital files.
Have a File Organization System
First, you’ll need a system for your digital files. You shouldn’t just be throwing them wherever, willy-nilly. A lot of people just throw their files on their desktops, which is a good way to lose files – or accidentally double up on things, taking up valuable computer space.
This may involve different folders and subfolders, particularly if you keep a lot of files on different external hard drives. You can organize your files by project type, by file type, by date, or whatever else strikes your fancy.
You may need different organization systems for different file types. For example, you’ll probably need to organize your emails differently than you do PDF documents. So, look for resources to help you learn how to organize emails.
Use a File Naming Convention
In order to be able to sort through your files with ease, you’ll need to have a naming convention for your files. For example, you may include the date in the title. You can also add different notations for new versions so that you know what the latest is at a glance.
But, you’ll need to stick to the naming convention – don’t get lazy and name your files whatever.
Use the Cloud (When Possible)
Using cloud services for digital file organization makes it a lot easier to find what you need when you need it – even when you’re on the go. You won’t have to find the right external hard drive to access your files – you’ll have them in just a few clicks of a button.
There are lots of cloud services out there, so you’ll have to do your research and figure out which ones suit your needs.
Of course, there are some situations where it may not be viable to use the cloud. If you work with video files, the sizes can often be too big and bulky to make cloud storage viable.
If you work with a lot of confidential information, cloud storage systems may not have enough security. But you can still use the cloud to organize some of your other files.
How to Organize Digital Files: Start Today
Now that you know how to organize digital files, it’s time to put that knowledge into practice. It may take some time to put a system in place, but once you do, it’ll be smooth sailing.
Do you need more advice on organization, digital management, and so much more? This website has posted a whole host of related topics.
