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For companies of any size, digital organization is imperative to all aspects of efficiency. You never want to be in a position where you’re not able to quickly locate key information while speaking with a client. In many cases, disorganization looks unprofessional – and may even damage your client relations and business processes, ultimately costing you money. Organization is essential on personal computers as well. Without it, you could risk losing critical documents like bills, tax forms, contracts, and more.
If you’re wondering what types of computer filing systems you should be using, you’re not alone. There are a wide variety of organizational methods available – which can often make it difficult to determine which system is right for you.
Let’s take a closer look at some of the most important computer file and folder organization best practices.
Organizing Computer Files
What is the most secure way to store data? And what is the best method to file information so that it’s easy to find for everyone who needs it? These are essential questions to ask when it comes to your digital organization – whether at home or on your business premises.
Here are a few tips to get you started:
Clean Out Your Computer
When organizing your computer, the desktop is the best place to start. This area of your device should be completely clear, except for programs you use frequently. If you have word documents or other files sitting on your desktop, they should be moved to the drive. For files that need to be accessed regularly, store them on the desktop in labeled folders.
Next, go through your computer’s drive and do the same thing, moving miscellaneous files to their proper place and deleting or merging duplicates. You should also remove anything that doesn’t belong on the computer. For example, if it’s a work computer, remove personal documents and save them to an external drive. You can also make a separate folder specifically for that purpose.
Develop a Protocol
It’s essential to create a method for saving documents that makes organizational sense. Therefore, you should determine a protocol that helps you save and organize your files simultaneously. For example, businesses might create one folder for each client. These client folders could contain sub-folders for each project or department. For example, if you had a client called the American Association for Filing, the client folder might be named “AAF.” Within this folder, you might have sub-folders for billing, marketing, and more.
Individual documents should also be appropriately named to ensure easy access. Many organizational protocols suggest file names that include the date created, client name, and company title. For example, an October billing invoice might read “2019 10 AAF Billing Invoice.” Keep in mind that, if files exist on a shared drive, your employees must follow the established protocol as well.
Create a “Do It Now” Protocol
The easiest way to maintain organization is to make sure you put things where they belong immediately. When you download or create a new file, be sure to move it to the correct folder as soon as possible. That way, your organizational system will remain in place, and you’ll enjoy easy access to all of your files and documents.
Don’t Get Overwhelmed with the “Right” Way to Do It
People often spend a lot of time worrying about how to organize their files. However, there are countless methods to explore, and none of them are the “right” way. What’s important is to find a system that works for you or your business. Then, you must implement this protocol across your entire company – and for every new file you create or download. Organization isn’t a difficult skill, but if you let it go for too long, you may find yourself in a troubling situation. In this case, you may want to consider hiring a professional to organize your device and create an effective system going forward.
Ask for Expert Advice
If you don’t have an organization protocol in place, a data storage company can help. An expert computer services company can assess your current practices and give you recommendations about the best processes and solutions to fit your needs. They can also help you back up your files to ensure they remain secure in the event of a cyberattack or system malfunction.
Trusted Computer Solutions
Organization is a crucial part of ensuring efficiency in both your home and business. Strict data storage protocols ensure you and your employees can find information in a shorter amount of time. Not only does this improve productivity, but it also allows you to provide better customer service.
Are you looking for the best file organization system? NerdsToGo can help! For more information about our computer services, contact us today!