Back in the day, companies kept typed out files in large boxes or filing cabinets. Eventually the personal computer allowed for files to be stored on mainframes, floppy disks and hard drives. Now files can be stored virtually, making access easy and remote. However, without proper file management, you might as well put your files back into a box and spend hours trying to find them. Regardless of what type of files you are keeping in the cloud, there are right ways and wrong ways to organize them to make finding the files you need fast.
One of the biggest mistakes people make in file management is throwing files into their cloud storage without any organization. Sometimes this is due to lack of time or just lack of effort. Keeping your files organized will allow you to easily find the file you need when you need it. You can organize your files in various ways. Here are a few of the most common:
- File Type: Many people will store their files by type. Videos, documents, and audio files will be grouped together.
- Project or Subject: If you are storing business files, you may want to store them by project, client, or subject. Web designers will often store their files by the domain they are working on.
- Chronological Order: Another effective method is by organizing your files by date. You can break them down by year, months, or even weeks. Some users who access their files frequently will even break them down by day and time.
Folders and Archives
Some of the most disorganized users fail to utilize the one tool that makes all the difference; folders. Keeping loose files floating around the cloud will cause chaos when you need a particular file quickly. By utilizing folders, you can keep your files grouped together. This allows you to easily navigate through the correct folders to find the correct files.
File and Folder Names
No matter how organized your folders are, it is pointless if you don’t properly and precisely name them. This also goes for file names. You want to make sure you properly name your files and folders so you know what they are and where they need to go.
This also makes it easier to use a search function within your cloud storage to find the files. If you have 10 files that are all named similarly, you will find it frustrating to find the correct file. You want to be able to go directly to the file you need and know with confidence that it is the correct file.
Another common mistake is having many different duplicates of the same file. This is often caused by saving edited files separately rather than saving the original with the changes. With cloud storage this can easily be avoided by syncing your files with your cloud storage service. As you edit the files your cloud service can automatically sync to show the new changes.
Proper file management is an important aspect of any business or personal computing. With cloud services offering easy methods to store files, you must still be vigilant in keeping them organized and easy to find. Take the time to properly organize, name, and tag your files to save time in the future.
Author Bio:- Ronald Greenman is a tech blogger and accountant that uses the cloud for financial file transfer, organization, and backup.