Tip of the Week: How to Keep Your Files Properly Organized

Tip of the Week: How to Keep Your Files Properly Organized

Now that we have access to better file storage and management than the file cabinets that we’ve historically utilized, our capabilities have increased exponentially… assuming, of course, that our better file storage and management solutions are kept organized. As this organization is so crucial to successfully undergoing your operations, we’re offering a few tips to help you keep your files in order.

Organization like this is best accomplished through the strict adoption of certain file management practices on your network. We recommend the following:

Keep All Documents Within a Root Folder

Whether you’re organizing documents on your own workstation, or are developing a file sharing environment, every document should be contained in a single folder (known as the root folder) and divvied up into various sub-folders to keep them organized. This will simplify the process of finding your files later.

Use Folders to Your Advantage

As mentioned, you will want to create various sub-folders to create a more granular organizational system. Let’s say you keep your contracts with your clients in a particular folder. Calling this folder “Contracts” lets you know what it contains and can be divided up into folders for each of the years that these contracts were agreed upon. All of your files should be easily located based on the folders you create.

Determine Specific Naming Conventions

You will want to make sure that all of your files are given descriptive names to simplify finding them later on. Simply naming a file ‘invoice’ will not be enough to help you identify which invoice is contained in that file and will only make it more difficult to find at a later date.

This is why it is so important to be specific as you name your files. The Windows operating system allows a total of 260 characters to be used - including the name of the drive, all folders, and the end file name. Therefore, being succinct while specific is crucial. Try to name your files in a way that clearly communicates what their contents are, so that both you and anyone you share a file with can get a clear sense of what it contains at a glance - even without the path hierarchy to tell them what it means.

You can also use your file names to make it more convenient to find the ones you need. Adding a character to the beginning of the name will make it default to the top of the list of files.

Create Files Where You Want Them

It is far easier to initially create a document where you want it stored than it is to relocate it later. Don’t hesitate to do so, using the naming conventions that you established.

Enable Collaboration

In today’s cooperative business environment, the capability for your entire team to accomplish productive work in a shared digital workspace is key. This is why it is strongly encouraged that businesses utilize the cloud for these file management capacities.

For assistance in creating this kind of hierarchy, supported by the capabilities of cloud technologies, reach out to BNMC. Our IT experts can help you design a workable and intuitive resource for your business to leverage. Call 978-482-2020 to learn more.



No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Thursday, May 23 2019

Captcha Image

Subscribe to Our Blog!

Mobile? Grab this Article!

Qr Code

Tag Cloud

Tip of the Week Security Best Practices Technology Cloud Email Privacy Business Computing User Tips Hackers Network Security Microsoft Productivity Malware Business Computer Google Software Tech Term Hosted Solutions Communication Internet Mobile Devices IT Services Efficiency Data Ransomware Small Business IT Support Hardware Smartphone Android Workplace Tips Innovation Backup Data Recovery Managed IT Services Saving Money Business Continuity Cloud Computing Internet of Things Mobile Device Browser Users Managed IT Services Social Media Microsoft Office Data Management Windows 10 Windows Data Backup Cybersecurity Facebook Server Phishing Office 365 Windows 10 App Business Management Word Outsourced IT Passwords Vulnerability Productivity Artificial Intelligence Chrome Gmail Network Information Upgrade Disaster Recovery Encryption communications Smartphones Remote Monitoring Managed Service Provider Managed Service Gadgets Virtual Reality Applications Money IT Support Infrastructure Website BYOD Tip of the week Miscellaneous Analytics VoIP Save Money Employer-Employee Relationship Settings Employee-Employer Relationship Automation Access Control Hacker Data storage IT Management Paperless Office Router YouTube Government Risk Management Company Culture Google Drive Office Tips Content Filtering Maintenance Display Bandwidth Antivirus Apple Education Big Data Robot HIPAA Hard Disk Drive End of Support VPN Mobile Security Data Security Server Management Business Technology Virtual Private Network Touchscreen SaaS Outlook Business Intelligence Quick Tips Spam Computing Tablet Data loss Operating System Unified Threat Management WiFi LiFi Computers Virtualization Telephone Systems Holiday Hosted Solution desktop Retail Alert Administration Two-factor Authentication Mouse Augmented Reality Firewall Apps Laptop Managing Stress Avoiding Downtime Document Management The Internet of Things Scam Development Monitors Vendor Management Solid State Drive Chromebook Wireless Storage Downtime Networking Printing Websites Screen Reader Charging Servers Google Calendar Training Corporate Profile Legal Smart Office Emergency Password Marketing Managed Services G Suite Unified Communications Drones Mixed Reality Licensing Dongle Dark Web Automobile Windows 8 Device Wires Network Management Migration Assessment Cyber Monday LED Safety Solar Dell Smart Tech Legislation Deep Learning WannaCry PowerPoint Remote Computing Work Cabling Mobile Device Management Laptops SharePoint Data Breach Network Congestion Cooperation Service Level Agreement Microsoft Excel Google Maps Halloween Mobility Voice over Internet Protocol Hotspot Internet Exlporer Managed IT Smart Technology Alt Codes Co-Managed IT Compliance Techology Software as a Service Wi-Fi Connectivity Statistics Bring Your Own Device Onboarding Writing IT Technicians Optimization How To Lenovo Downloads Budget Slack Hard Disk Drives Staff Leominster Mail Merge Blockchain Social Scary Stories Print Toner Modem FinTech Information Technology Messaging Dark Data Update Language Value Shortcut Distributed Denial of Service Digital Payment Typing Humor Running Cable Content Regulations VoIP Unified Threat Management Buisness Entertainment IoT Bluetooth Comparison Best Practice Digital Digital Signage Mirgation Recycling Firefox Superfish Disaster Current Events Cookies MSP Virtual Desktop Monitoring Solid State Drives K-12 Schools Address Permissions Collaboration Sports Shortcuts Politics Employee-Employer Relationships Customer Service Computing Infrastructure Professional Services Patch Management Managed IT Service Cryptocurrency Streaming Social Networking User Error iOS Star Wars Specifications Spyware Google Docs Troubleshooting Office Samsung Chatbots eWaste Customer Relationship Management IT solutions Uninterrupted Power Supply Going Green Tech Support Nanotechnology Heating/Cooling Multi-Factor Security Computer Care IBM Spying Wearable Technology Network upgrade File Sharing Hacks Security Cameras Google Wallet Analysis Students Alerts USB Break Fix Bitcoin Human Error Motherboard Cables Time Management Printer Scalability Fraud Cost Management Search Black Friday Identity Theft Business Growth Cybercrime Social Engineering Identity Continuity Physical Security Twitter Travel Emoji Upgrades Gadget BDR Supercomputer CrashOverride Crowdsourcing Personal Information Botnet Regulation Staffing Motion Sickness Taxes Cortana Administrator 3D Printing Windows 7 IT Budget Web Server what was your? Machine Learning GPS Processors Mobile Computing IT Consultant Unsupported Software Cameras Computer Repair Relocation Tracking Meetings Cleaning Mobile Data Recovery How To Work/Life Balance CCTV Health Private Cloud Webcam Black Market Error Law Enforcement Electronic Medical Records Printers Notifications Point of Sale Ben McDonald shares

What Our Clients Say

  • BNMC has provided us with nothing less than outstanding service and results for all of our IT needs for the past few years. Every member of their staff is professional, knowledgeable, friendly and eager to solve any problem...
  • 1
  • 2
  • 3