Easy Ways of Keeping Your Data Files Organized

Now more than ever, businesses are transferring to “paperless” systems and storing most of their data on computers. While there are benefits to this practice, it can become difficult to sort through the resulting influx of digital information. A well-developed filing system can help you work more efficiently and find the information you need sooner. Use this guide to help get you started.

Make a Plan

There are dozens of ways to organize data, but not all of them will suit your specific needs and not all of them are easy to maintain over time. Take the time to consider exactly what you need and use that information to create an outline. Writing down specific, achievable goals before you begin can help you stay focused and prevent you from feeling overwhelmed. Also, take into account the resources available to you at work. Specifically, know what kind of technology you will be using and research its storage capabilities. There are many types of storage technology you can use from storing data using SIM card tracking or even the cloud.

Minimize Clutter

An excess of files and folders on your computer can make organizing more difficult. The fewer items you have to sort through and re-arrange, the easier the process will be! Comb through your existing files and delete anything you find unnecessary, irrelevant, or outdated. For instance, you may find folders filled with data from years ago that are no longer needed. You can also downsize existing folders by combining their contents. If deleting old files makes you nervous, consider using another save location like an external storage device.

Build a Folder Hierarchy

Start organizing by creating folders dedicated to broad topics. Then, you can create smaller folders for more specific items within them. The topics you choose are dependent on your line of work. For example, you may choose to create a project-based system or a date-based system. Give your folders unique and descriptive titles that clearly describe the content within them. Then, begin moving your files into the most relevant folders. You can always edit and move items as needed.

Format File Names

You need to be able to easily locate your data. It will be difficult to do so if your files are not named properly. Take the time to evaluate and re-name existing files. Each file’s name should clearly describe its specific content. It is helpful to keep your file name format consistent. Consider a structure in which similar file types or files with similar content have the same name format. For instance, files related to the same project could be titled by the name of said project. You can also use numbers in file names to easily organize them by date or by draft number.

Separate Completed Work From Works in Progress

It is important to keep projects on which you are currently working separated from completed work. To avoid confusion and to ensure projects are completed on time, create a specific folder for current or ongoing work. Doing so provides an easily accessible location for your most recent files and prevents you from accidentally mixing files. For further clarification, consider adding an identifier to your file names when they are in progress. You can change its name when it is completed.

Stay Consistent

Once you have created your system, you must stay dedicated to maintaining it. You can do so by practicing positive organizational habits. When creating new files, sort them right away. Neglecting to do so will create clutter and can contribute to the loss of important data. Perform weekly “check-ups” on your storage system to make sure everything is in its place. You can also use this time to delete unnecessary items and to back up your data. Over time, you can change and adjust your system as you learn what works and what needs to be improved.

Organizing your data files can make your work life easier and help you complete projects more efficiently. Setting up a system may feel overwhelming at first but the process will become easier and more natural over time.