Once you have started a particular system for how you should save your documents, it is now a great challenge to organize them. We understand that it is sometimes easier to just keyboard crash and save your files on your desktop. You may not have realized this, but not organizing your files will make it hard for you to search for the right files that you need. More than this, you will run the risk of hackers invading your documents and exploiting your files. This is because you have not efficiently organized your files, therefore, you would not be able to protect them efficiently. This will also affect your productivity in the long run. If you want to turn into a new leaf and start organizing your files, we may be able to help you out. Here are a few tips and tricks for organizing your files:
1. Backup important files.
First things first, you need to look for the most important files you have—the files that will probably give you a lot of headaches once you have lost them. Big chances are you have not backed them up because of all the files that you might have jumbled. The best way to secure and back them up is to convert them to PDF and choose how and where you can save them. Digital tools online can help you convert in bulks and from any file format. You can even convert XLS to PDF!
2. Have a single file location for installing software programs.
Do not let your files become jumbled with each other. Particularly, do not let your documents be mixed up with files from your installed software programs. You might delete a folder that will affect the program you are using. You might also save a document accidentally in one of these folders. As a result, you will find it harder to look for that document next time. Usually, Windows and most operating systems already have a default location for installed software programs which is under the Program Files directory.
3. Save all your documents in one folder.
If you have a single file location for all your installed programs, you must also have a root folder for all the documents you are saving. You should also save downloaded files in a single file location. This will be easier for you to locate your files and run archives and backups. Usually, your root folder is the My Documents folder. Do the same thing with file sharing. Create a single folder where you can place all other documents and put them in subfolders.
4. Create folders based on hierarchy and category.
Once you already have a root folder, it would have been chaotic if you just put all documents in there without having any organization. For tidier digital storage, create folders based on its general category. From here, you can move documents based on the category or hierarchy they fall under. You can divide your documents based on year, department, or any other hierarchy that applies to you.
5. Add more and more to make it less and less.
After seeing how uniform your documents are because all you see are folder icons and proper categorization, we are sure that you will heave a sigh of relief. Once you have already created general folders, do not shy away from creating more and more folders. The key here is to nest and nest your folders. Just continue grouping them until the categories have been narrowed down.
6. Save your documents by the right filenames.
We have mentioned how sometimes, we just keyboard crash and save our files everywhere. Now that you are organizing your files, it is time to put filenames to their real use. You can only do this by typing in the right filename for your documents. You can make a uniform format on how you will save your documents. The rule of thumb here is you must easily spot your document once you type it in on the search bar. Be specific with naming your files.
7. Declutter your files.
Once you start organizing your files, you will be surprised at how many nonsense and redundant files you have saved. Part of organizing your files is also to delete files that you know you will no longer use. Just like decluttering houses, deleting files will free up more space in your computer.
Assess your lifestyle!
Here are just some of the ideas that we think will help you in decluttering your digital files. You will surely come up with more ways of organizing your files. The key to the right setup for you is to know your lifestyle and how you do things. Any organization will just be messed up again if it is not tailor-fit according to your lifestyle. This is why it is also important to continue exploring. Just make sure that you will only use trusted digital tools and apps.