How to Organize Digital Files

Wherever the files are kept, it is essential to maintain their organization and integrity. The purpose of electronic file management is to guarantee that you can access what you’re looking for, even if it was created years ago.

In a collaborative setting, the appropriate management of digital documents is of the utmost importance. For example, if one of your staff is away (temporarily or permanently!), you should be able to access any documents created or handled by that individual quickly.

This article highlights 7 Tips for organizing digital files.

What Are the 7 Tips for Organizing Digital Files?

Utilize the installation defaults for program files

When installing software applications, stick to the default file locations. When running Windows, application program files will often be located under the (Drive Letter:)->Program Files directory as a matter of convention. Installing the software in a different location is confusing and needless.

One location for all files

Arrange all files, so they are contained under a single “root” folder. In a Windows system with a single user, the folder labelled “My Documents” is the directory used by default.

You should attempt to accomplish the same in an environment where files are shared. To organize your documents, make a single root folder that you can title “Shared Files,” for instance, and then place each document in a subfolder that you create inside the root folder. When all of your electronic documents are stored in a single spot, it is much simpler to find items and perform backups and archiving.

Hierarchy folders

In a sense, these are the drawers of the filing cabinet housed within your computer. When naming your folders, use easily understood language; you do not want to find yourself in a situation in the future where you are staring at this collection of folders and asking what it is.

Create folders within folders

Create additional folders within these primary folders as necessary. For example, a folder titled “Invoices” may contain subfolders titled “2022,” “2021,” and “2020.” A client-specific folder may contain the folders “client data” and “correspondence.” The objective is to keep each file in a folder rather than a list of orphaned files.

Specificity

If feasible, put dates in the file names of your electronic documents. The purpose of file naming is to determine the file’s content without opening it. Therefore, if the file is a letter to a customer telling him that payment is past due, name it “overdue 20180” instead of “letter.” How would you tell to who the letter is addressed if you do not open it?

File immediately

When you finish creating a document, it is ideal for putting it in the appropriate folder. Therefore, make it a habit to use the “Save As” dialogue box to save your file and name it, ensuring that it is placed in the appropriate location from the beginning.

Regular back up

Establishing and adhering to a routine for backing up your files consistently is critical. This is true whether you transfer your files onto a different drive or tape.

Conclusion

Electronic document administration must be included in the comprehensive document management strategy that your company should implement. A good management plan should cover all aspects of working with documents, such as storing them, retrieving them when needed, making backups, and ensuring their safety.