Our Blog: Stuff we think you should know

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 Haber Group. Our IT experts can help you design a workable and intuitive resource for your business to leverage. Call 866.625.3560 to learn more.

Would One of These Social Media Scams Bamboozle Yo...
USB Killer Caused $58,000 in Damage to The College...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Saturday, July 20 2019

Captcha Image

Mobile? Grab this Article!

Qr Code

Tag Cloud

Tip of the Week Security Best Practices Technology Cloud Privacy Email Hackers Business User Tips Microsoft Business Computing Malware Network Security Software Hosted Solutions Computer Productivity Google Internet Tech Term Communication Data Small Business Mobile Devices Efficiency IT Services Ransomware Backup Workplace Tips Hardware Smartphone Cloud Computing Windows 10 Data Recovery IT Support Microsoft Office Saving Money Android Productivity Upgrade Office 365 Managed IT Services Gmail Data Management Windows Facebook Information Browser Users Business Continuity Social Media Internet of Things Innovation Managed IT Services Server Phishing Mobile Device Word Data Backup Passwords App Outsourced IT Windows 10 Miscellaneous Disaster Recovery Smartphones Vulnerability Employer-Employee Relationship Cybersecurity Business Management Managed Service Provider VoIP Encryption Network Remote Monitoring Chrome communications Artificial Intelligence Government Money BYOD Office Tips Infrastructure Managed Service Gadgets Applications Hacker Save Money Spam Virtual Reality Content Filtering Website Apple Big Data Analytics IT Support Apps Tip of the week Unified Threat Management Wireless Antivirus Firewall Robot Printing VPN Automation WiFi Access Control Router Customer Service Avoiding Downtime Augmented Reality The Internet of Things Employee-Employer Relationship Virtualization Settings Two-factor Authentication IT Management Development Bandwidth Data storage Paperless Office Maintenance YouTube Display Education Risk Management Tablet Solid State Drive Monitors Holiday Hacking Mobile Device Management Networking Administration Customer Relationship Management Business Intelligence Chromebook Hard Disk Drive Wi-Fi Operating System Presentation End of Support Laptop Data Security HIPAA Collaboration Bring Your Own Device Data loss Business Technology Computing Company Culture Virtual Private Network Password Document Management Office Google Drive Wireless Technology Safety Mouse Vendor Management Server Management Recovery Mobile Security Downtime Touchscreen LiFi Hosted Solution Computers Telephone Systems Storage Retail OneNote SaaS Quick Tips Scam Search Outlook IBM Solar Update Print Toner Experience Unified Communications Public Speaking Social Blockchain Cost Management Monitoring Hard Disk Drives VoIP Google Calendar Chatbots Competition Typing Net Neutrality Screen Reader Messaging Running Cable How To Printer Wearable Technology Work Content Deep Learning Humor Smart Technology Motherboard Voice over Internet Protocol Entertainment WannaCry Computing Infrastructure Dongle Desktop Data Warehouse Digital Payment Virtual Desktop IT service Heating/Cooling Legislation Identity Shortcuts Hacks Permissions Assessment Spying Politics Solid State Drives Buisness Time Management IT solutions Cabling Cryptocurrency FCC Smart Tech Analysis Lithium-ion battery Employee-Employer Relationships Firefox Budget Optimization Streaming Undo sip Distributed Denial of Service FinTech iOS How To Alerts Service Level Agreement Troubleshooting Private Cloud BDR Servers Comparison Security Cameras Fraud Internet Exlporer Tech Support 5G National Security Network Management Marketing Business Analysis Human Error File Sharing Cortana Managed IT Bitcoin Network Congestion Title II Connectivity Students Computer Care Halloween Techology Application SharePoint Recycling Google Maps Best Practice telephony Managed IT Service Modem MSP Samsung Scalability Digital Lenovo Information Technology Licensing Fun Specifications Compliance Managing Stress Managed Services Mail Merge Writing Value PowerPoint Websites Updates Identity Theft Google Docs eWaste Device Disaster Shortcut Windows 8 Online IoT Mixed Reality Training Scary Stories Unified Threat Management Downloads IT Technicians Statistics Business Growth Break Fix Cookies IP Address Migration G Suite Cybercrime Spyware Superfish Google Wallet Cooperation LED Automobile Black Friday Regulations Cables Laptops Address Current Events Hotspot Professional Services Onboarding Hard Drives Continuity Mobility Knowledge Uninterrupted Power Supply Patch Management Microsoft Excel Star Wars Slack Data Breach Sports User Error Legal Multi-Factor Security Mirgation Bluetooth Alt Codes Dark Data Dark Web Nanotechnology Charging Mobile Office Drones Staff Smart Office Co-Managed IT Cyber Monday Social Networking Wires Remote Computing Software as a Service Corporate Profile User Going Green Social Engineering Language USB Digital Signage GDPR Refrigeration GPS Regulation IT Consultant Unsupported Software Computer Repair Processors Cameras Emergency Relocation Meetings Tracking Cleaning Mobile Data Health Alert CCTV Emoji Webcam Work/Life Balance Electronic Medical Records Printers Error Black Market Point of Sale Mobile Computing Travel Law Enforcement Physical Security Notifications Upgrades Twitter Botnet Supercomputer Motion Sickness Domains Gadget Staffing Crowdsourcing Windows 7 Taxes CrashOverride 3D Printing Personal Information Administrator Web Server Machine Learning IT Budget