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How to Create File Management Systems: Everything You Need to Know

by MarketBillion
How to Create File Management Systems Everything You Need to Know

Are you struggling to catch up on work because you keep missing important documents? When was the last time you organized your files?

No one wants to start work with a messy table or desktop. However, with heavy workloads and deadlines, it can be easy for files to stack up and become harder to manage.

You may think you don’t really need to create file management systems. You know where they are anyway, right? Studies show that a clean environment can boost productivity.

So, how do you create a file management system that works? We’re here to help. Read on to learn how to organize your files and company data.

Purge Unnecessary Files

The first thing you want to do is to get rid of files you don’t need. Computers rely on memory to perform. If you have a lot of files and programs running, it could slow your computer down.

Unnecessary files may include old photos, videos, email attachments, and temporary files. Deleting these files will help your computer and allow you to start with a more manageable load.

You also don’t have to worry about making space for new files. If you recently updated your OS, be sure to delete the old version if your computer hasn’t done it for you. Remember to empty your recycle bin after deleting files.

Create Folders

If your desktop is full of random individual files, it may be time to create folders. Creating folders is the easiest way to manage heaps of files. However, you first need to determine how you’re going to separate your files.

It all depends on the nature of your work and how you like to keep track of things. For example, you may opt to separate WORD files from EXCEL files in separate folders. If you’re working on multiple projects, you can keep all related files of each project in their respective folders.

You can also organize your documents by date so you can go back to working on your latest project. Define a system that works for you and start creating folders for your files.

Establish a File Hierarchy

Once you have your folders, you can organize your files into a hierarchy. A folder can be useless if you still have a lot of files in it with no organization. For example, you might have a folder for photos but spend hours going through them to look for a specific one.

The great thing about managing digital files is that you can keep folders within folders. This can help you keep better track of your projects, especially if a lot is going on for that particular one. For example, if you’re working on a team project, you can separate files under the names of the people who submitted their work.

You can separate progress files based on months if you have an ongoing long-term project.

Have Names for Files

The search function is the quickest and easiest way to find the documents you need. You can make it easier for yourself by having a naming system for your files. The best thing you can do is to use keywords that are easy to remember and track.

Naming your files will also help others you collaborate with if they need to access a certain file. It’s best to keep your file names short, so they’re easily recognizable when needed. If required, include the version number in the file name so that you can track changes to a single file.

Have a Central Location

The point of a file management system is to make your files easier to track and manage. However, nowadays, we work across all platforms and devices. This could be a desktop computer, a laptop, a tablet, or even your phone.

Working across multiple devices can make tracking all your files and their changes difficult. Keeping your files in a single place will help you find any of your files, whether old or recently modified, whenever you need them. You can keep an external hard drive or USB handy, but the easiest way is through Cloud storage.

Cloud storage allows you to access your files from anywhere, which is great if you work on the go. It’s also easier to share files with people you’re collaborating with and make changes.

Color Code Your Files

Another great way to sort and organize your files is through color coding. Many people are visual learners and retain information better with colors. You can use one color for each type of business document you have.

For example, you can use red for contracts, yellow for invoices, orange for ongoing projects, and green for completed projects. This is great for sorting digital files, but you can also do this when organizing paper files. Nowadays, digital is the way to go, but we understand that some situations call for paper copies.

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Separate Ongoing Work from Finished Work

Some people like to keep work files on their tables, even when it was recently finished. When organizing files, you want to separate finished work from ongoing work. This will prevent you from digging through stacks of paper to find the file you need.

Always Backup Your Files

Data loss and theft are some of the most common cyber threats in businesses. Unfortunately, digital files are also hard to recover when your computer catches malware or if someone accidentally deletes them. So, whether you keep paper or digital files, you should always have backups.

Aside from online Cloud storage, you can keep copies on a hard drive or a USB.

How to Create File Management Systems

Now you know how to create file management systems. It might be a lengthy process to sort through all your files, but you’ll thank yourself later. After creating a working system, you won’t have to worry about missing documents or a messy office table.

Are you looking for more productivity tips? Check out our other blog posts to discover more great guides.

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