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Managing files on your computer is as tough as organizing your wardrobe with lots of dresses. Keeping all your essential and crucial documents organized is a very time-taking task. Some surveys say the employees are annoyed due to not getting the required files when they need them the most.
With a few smart practices, you can learn the ways to organize digital files in a better way. The tips listed underneath will help you to keep the files properly.
Rename Batch Files
Batch renaming of digital files is the regular task you need to perform at a time interval. It helps you to keep pace with your workflow as you can locate and find files easily.
Batch renaming is the process that saves you time by renaming multiple files at one go by following a defined and easy process. If you think about how to rename multiple files at once, learning platform-specific tutorials is worthwhile.
Talk to everyone you have on the team so that you can have a better understanding of their file management needs. This helps you to get the input for their need for data stored on your computer. Understand which files need to be shared in common.
After understanding the requirement of file storage and sharing, you can take the help of some software.
Delete Duplicate Files
Usually, we keep files for years even after they become redundant or useless. It makes our storage tightly filled. Most of the time, the documents we copied, we don’t refer to again.
So, the tip is here to delete the copied data. It makes you free from organizing the data from time to time. In case you think you may need them in the future, just archive them.
Make Files Confidential
Keep your digital files protected if it is all about some confidential project/work. You can set read-only permission on the files or set the password on them.
Set the permissions for downloading those crucial files. You can keep the leadership access to such files to let employees not download or use them anytime.
Save Images in Order
For sure, there are lots of images you have on your computer related to the events, projects, or departments organized in your office.
These images get collected year by year, and again you have a situation to organize the files. To save such files, put the date first, then the event name afterward, and then any specific purpose for which the pictures were taken.
Keep Your System Maintained
After following these file management practices, you may get the expertise to manage relevant tasks efficiently. But, what about the team you have? Make them a pro in the same by explaining the entire process.
Also, keep your system maintained so that if anyone wants to find a specific file in your absence, there will not be any problem.
Select a Naming Pattern
It is suggested not to use vague naming. The names of your files should be wisely kept so that anyone can understand the kind of content it stores within.
The first pattern you can follow is YYYY-MM-DD (year month day); after this, you can put the project name and department name. Alternatively, rename the file in a way that your team understands quickly.
Name Files With the Year
You are allowed to organize the files as per the attributes naming (date, name, size, or type). If you have lots of files and you feel helpless to name them, you need to name them year by year.
Make some subfolders with the name of a month. If there is lots of stuff to be renamed, you can take help from some external apps.
Name Files With Specific Date
If you work in a company where you have to get connected with different departments, you surely have lots of digital stuff.
Being connected with various departments makes you annoyed with digital data organization. In this situation, you are suggested to save your files with the specific name of the departments with the subfolders for date, name, and project.
Train Your Team
Make sure your team also keeps their digital files organized. For this, you need to make them aware of the tips to handle bulk files. Also, train them about the aspects which affect the data organization. Once the entire team starts working in a smart manner, you are not going to face any of the annoying issues related to organizing digital files.
When followed appropriately, these suggestions will help you organize your digital files on a computer and other digital devices.
Storing files in the Cloud is one of the best ways to keep them manageable, secure, and easily accessible when you need them instantly.
You can even store files in external media so that you can carry them along wherever you go to maintain a healthy workflow.