File Management And Organization Dec 2nd

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Organizations, workers, and students deal with important information frequently. While most of us have begun the process of digitizing data, not everyone is using file management methods. The ability to organize your computer documents is critical to your professional and personal success because file management practices will make it easier for you to access your files and maintain them organized in the long run. It's a headache to have misplaced documents and emails on your computer. Bad filing practices stop you from getting more work done because of the time you waste looking for misplaced documents. But this can be avoided by the effective file management and organization practices we will review today. 

Whether dealing with traditional or digital files, it is important to organize them to retrieve them easily when required. The process of naming, storing, and organizing files in a system or application so that they are easy to find is known as file management. Some businesses and individuals still benefit from physical file management, but in our generation, most of us employ digital file management as everything is being digitalized, so we will focus more on organizing digital files, folders, and documents on your computer.

Think about purchasing some bread and milk in a grocery store without sections, aisles, or organization. There are condiments beside packed biscuits, cereals next to the pasta sauce, and chips in front of fresh vegetables. The store would be a mess resulting in confusion and you would have a hard time finding the items you need. So just like the grocery store you have to create sections to effectively organize and manage your files on your computer.

A solid organizational structure is built on the foundation of folders. You can use them to organize your files into logical collections. Also, don’t be afraid to create folders within folders when necessary. For example, you can divide your Pictures folder by creating subfolders based on occasion, individuals, location, or something else. A folder labeled "Invoices" may contain subfolders labeled "2018," "2017," and "2016." However, keep in mind not to make the hierarchy very deep, or else you'll find yourself clicking through folders continually looking for something.

You should also name files, folders, and documents in a strategic, descriptive yet specific, and logical manner. Include dates if possible. One idea in file naming is to consider the words you'll most likely use to find it. For example, if you are looking for an internet bill, you might search it by the following:

1.) By date (I'm looking for the January 2021 internet bill)

2.) By company (I'm looking for the ABCompany internet bill)

3.) By document (I’m looking for the internet bill). 

So the best file name could be 2021-01_ABCompany_InternetBill.pdf because it includes all three key data.

Be consistent in naming your folders and files. Avoid using abbreviations such as “AFP”, “MIT”, etc. Chances are, you will forget what they mean in the future and you don't want to be looking at these folders wondering what this unusual "AFP" or “MIT” abbreviation means. A folder name should be obvious what's inside without having to open it, but it also needs to be concise and not too long.

Another good practice is to organize the data right away. Put the file in its right location as soon as you create or get it. On Windows, when you download a file over the internet, it will usually be saved in the Downloads library. Move the file immediately to the folder it should belong. Sorting once in a while, like once a week is also a great idea. Examine the files you have worked on that week and ensure they are in the correct location. Find and delete data that you don't need since organizing unnecessary files is pointless. This will also clean up your hard disk resulting in more storage space.

A well-organized computer is far more comfortable to use. When someone asks for a business file from three years ago, you know where the file is kept. It's in a Business folder and 2018 subfolder. Your future self will thank you for establishing a file organizing structure. Moreover, effective document management is one of the simplest methods to boost office efficiency. Employees spend less time searching for and handling documents and more time on high-value tasks that drive long-term business success.