Like paper files piling up on the desk and digital files piling up on the computer. In addition to affecting the performance of your device, this seriously harms your efficiency and productivity at work. The idea is to sort, tidy, and organize your digital files and folders effectively to avoid getting lost in all this clutter. But how to do it? Where to start?
Why Do You Need To Store Folders And Files On A Computer?
Proper organization of digital files on the computer is just as crucial as a well-planned workday. This saves time searching for documents in a sprawling, logicless tree structure. By classifying your files in precise order in folders (date, type, tasks, etc.), you can easily find them in a few minutes. By deleting duplicates, unnecessary folders, and files, you free up space on your computer and optimize its performance.
Create General Folders
The first thing to do to store and organize digital documents and files is to create general folders. You can structure your folders in different ways. You can, for example, classify them by client or by project. Simple but effective, this method allows you to find documents related to a particular project or client efficiently. You can also organize folders by date or theme (marketing, finances, presentations, videos, etc.). It all depends on your needs, working method, and daily tasks.
You may have dozens of documents in a single folder. However, all files should be accessible and easy to find. Creating subfolders is essential to facilitate their storage and to be able to find them quickly. When creating general files, you can choose an organization by date, category (marketing, invoices, communication, etc.), or file type (Word, images, PDF, etc.). However, be careful; you must only create a few subfolders to prevent confusion.
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Name Folders And Documents Correctly
Of course, you must name the files and documents precisely and relevantly so they are easy to find during research. When creating an invoice, for example, avoid using vague terms like “2021 invoice” or “customer A invoice.” It is best to name the “Customer Invoice As of May 2021” file. Do not hesitate to use abbreviations to make the file names as short as possible; this will allow you to read them more clearly and quickly.
Furthermore, it would help if you considered the computer’s filing logic in case you want to display documents in a particular order. This can be alphabetically or by date following the American vocabulary: year-month-day. On the other hand, if you want to arrange updated files with a specific order, you can simply add a number in front of their name.
By tidying up your files, you will be able to notice the presence of duplicates. Indeed, it is expected to save the same file several times and store it in different locations. Useless, these duplicates clutter up the desktop and computer memory. Their removal will allow you to simplify the organization of digital documents significantly.
Archive Documents You No Longer Need
There is no need to delete documents that no longer serve you. Each time you finish a project, move its folder to the Archive to make room for new ones. If necessary, you can consult them at any time. You can also store them on an external server to refresh your computer’s memory.
Declutter The Office
You should also avoid cluttering the desk with folders, documents, or files you do not use daily. The idea is to reserve it for priority files that require immediate action. Once these have been processed, archive them or store them on a hard drive or an external server.
Use A Collaborative Platform, Like Net Explorer
Using a collaborative platform is an effective way to simplify file management. An easy-to-use SaaS solution, 100% controlled and dedicated to professionals, Net Explorer allows you to store files of all types (documents, videos, images, etc.) and of all sizes without limits and in complete security.
You can connect to the platform 24/7 from your computer, smartphone, or tablet. The mobile application allows you to access your documents from anywhere. PowerPoint presentations can be viewed without an internet connection. You can choose the storage space. The subscription is scalable and can extend to several Teras.
Your data will be saved in two data centers in France. ISO 27001, HDS, and PCI DSS certified, Net Explorer guarantees maximum protection for hosting professionals, banking, health data, etc. All-access is controlled and secure. Thanks to double authentication, you will be able to access your tree with your identifiers and optimize the security of your account and files.
You can also manage access rights by folder according to each user or group of users. You can find out who has distributed or downloaded documents with the tattoo code. Digital watermarking also allows you to find records in the event of data loss.
It’s best to put away and classify digital documents and files as early as possible to avoid getting lost in the different projects you’re working on. By quickly finding your files, you can concentrate better and devote more time to high-value-added tasks. With Net Explorer, your data will be stored securely. You can sign up for a web demo to discover all these features in 45 minutes and test the platform for free for a month.
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