The number of digital files that we need to handle every day is growing exponentially. We, as humankind, have not dealt with so much digital data ever before. Many of us have yet to realize the importance of organizing all these data to keep them handy for future use, and as a result, even the most organized person’s laptop may look as messy as one can imagine.
In a recent survey, 57% of U.S office workers say one of their top three problems is to find the files and documents in time. This doesn’t only happen with the office files. You can also lose track of your personal files if you do not keep them organized. This article will offer you five quick tips on how you can organize your digital files quickly and efficiently.
Get Multiple Cloud Storages
Cloud storage is your best friend when it comes to organizing digital documents and files. We suggest that you get multiple cloud storages to back up different types of files. Like in one storage, you can save all your official documents and files related to your work. You may also back up your project documents in this cloud space. Get a cloud account for personal files like photos, videos, films, and music. It will not only help you to locate the files easily, but you will also get more free cloud space for future use.
Make a Plan
The same plan doesn’t work for everyone; it depends on the nature of your work and your personality. Try to imagine how your organized files should look like. You may also grab a pen and paper to map the folder structure that suits you the best. Spend time on this exercise as it will significantly reduce the total time you need for the whole process of decluttering and organizing.
Choose a Naming Convention
Decide how you want to name your files. It is crucial to keep them organized and find them quickly. Use the same naming structure for all the files. Try to imagine when you will need to find a specific file in the future, which words will come to your mind. Think of them as keywords and try to incorporate them in the file’s name. The same goes for folder names. Name them as specific as possible. Some words may make sense to know, but they may lose significance in the future. Choose a name that you can understand even years later.
Create Folders as Many as Possible
Remember the Russian dolls? Your folders should look like them. Like, if it’s your music folder, make subfolders according to the genre. Then within those folders, create folders with the name of the artists. You can divide them further down by the name of the albums and so on.
For project-related folders, you can create five subfolders like resources, in progress or draft, final, delivered, and archived. Also, consider adding tags to files.
Delete Files Regularly
We tend to keep all the files and versions of the same file. It not only eats up the space but also causes confusion. Discard all the other versions and only keep the final one. Do not keep duplicate copies. Delete the blurred and unnecessary photos you may have received in one of your WhatsApp groups. The key to stay organized is to discard the things you no longer need; be ruthless about it.
Blomp offers up to 200GB of free cloud storage space. It is a perfect place to keep all your precious memories and important documents. Visit Blomp to know more about our various plans and keep your online files secure and organized.