We are living in the digital age, so we should think searchability first, rather than templated file-naming conventions. One of our Student Advisors will be happy to answer your questions.
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Purdue Global cannot guarantee that certain products will continue to be offered by their publishers for free. Users of third-party websites are responsible for reviewing the terms of use and being familiar with the privacy policy of such third-party websites. Consistency is what will help you stay organized in the long run. Instead of—or in addition to—folder structures, try tagging files. The benefit of tagging is the ability to add multiple tags to a file, such as tagging an invoice for Client XYZ with an "invoice" tag and a "Client XYZ" tag.
Then you can see all invoices together or all files related to "Client XYZ" together, depending on your query. You could store the report within a folder structure like this:. Or you could simply add "department," "report type," and "date" tags to the file and avoid folders altogether, like this:.
So when you want to find this file again, you can search for it by tags:. The key to tagging is to tag every new file immediately and consistently. On a Windows PC, tags are supported on some file types, and can be added in a comma-separated list via the file properties pane. Check this guide for more info on tagging in Windows. Once you've decided on a folder or tagging structure, it's time to start using it.
Eventually, you might want to go back and organize your old files according to your new structure, but for now, start fresh with the files you are working on today. If you sync your files with OneDrive, Dropbox, Box, or Google Drive, you can use Zapier to automatically creating your folder structure. The first step to using Zapier, in this case, is deciding when you will need new folders created.
If you make them every time new projects start, set up a Zap to watch your project management app for a new project. Or, if you want new folders created every month or week, use Zapier's Schedule tool to create folders on a certain date. Then, connect your file sync app, and have Zapier make a new folder.
You can then add more steps to your Zap , and have it make as many subfolders as you need—and can even have it copy default files into the folders. For example, if customers sign up for your service with a Wufoo form, Zapier will add their data to Pipedrive CRM, then create a new project folder in Box along with any subfolders you use in your folder structure.
If you need to save contracts, templates, or other documents to that folder, Zapier will copy them to the folder, too. Or if you want to make new monthly folders in Dropbox.
Start your Zap with the Schedule app, choosing the day and time for it to run. Then, set up the folder structure you need for your month's work. Here are some other Zaps to help you get started. Then you can add extra steps to the Zap for each additional folder your structure needs. Looking for more inspiration? See our article that features some of the best ways to add automation to your organizational workflows.
Organizing your folder structure is only half the battle. Keeping your computer organized will also require tidying up your file names. Files are made up of two components: the name whatever you decide to call it and the file extension the type of file, like.
You typically don't need to worry about file extensions; they're set by the programs you use, and typically hidden by default on most computers.
But you should take control of the file name. For that reason, writer and editor Jill Duffy recommends making sure each file name is:. Indicative of what the file contains: Is your file an annual report? A to-do list? Put that information in the file name. In line with your business structure: This goes right along with your folder structure.
Scannable: Make sure anyone who quickly glances at the file will understand its name. Here's an example:. Beyond making your file names unique, scannable, and easily understood, the Stanford University Libraries recommends these tips for good file names:.
Dates: Always write dates in yyyymmdd or yymmdd format, so your files will naturally fall in chronological order. In my examples above, I used mmyy because the folders were already organized by year making month the most important descriptor. Length: Be aware that some software programs have character limits on file names. Include only necessary information in your names, and cut anything superfluous e. This ensures your files or folders will stay lined up how you want them too.
Start general then get specific: Since your filenames will naturally be sorted from whatever you type first, start with the most general components year, department, client, etc. A general rule of thumb is whatever you want to see first, write first. Finding files is much easier with a folder structure. Plus, with well-named files and folders, your computer's search will be an even better tool for finding files.
Your new names and folders should be easy to find in seconds. On a Mac, Spotlight lets you search through your files and emails and preview them to make sure you found what you are looking for. On an iPad or iPhone, just pull down on your homescreen for a simplified Spotlight search to look through emails, notes, and apps on the go—or use the search tool inside the Dropbox or Google Drive app on any phone to find synced files.
On a PC running Windows Vista, 7, or 8. In Windows 10, there's a Cortana search button next to the Start button, which can search for files and folders—and can also look up the weather or search the web. If you want more tools to dig deeper in your folders or launch specific programs automatically, there's also third-party search apps.
Alfred is a popular and powerful search tool for Mac, while Launchy is a common pick for Windows searching. Give the client a time limit on revisions, if possible, to avoid a never-ending revision cycle. There are several ways to organize images, such as by year, event, project, or department. If your business attends a lot of events, consider creating folders for each event type, such as each conference. Just like with your other files, decide on an image naming convention and stick to it.
Be specific and descriptive, so searching for images is easier. Manage leadership-only or confidential files. Build data protection into your digital file organization strategy. Set sharing settings on files and folders so that people outside your organization like clients and contractors can only access what they need. Some software gives you granular control over file sharing settings so you can:. Establish a system for which sharing settings to use on which files.
Share those guidelines with your team and post them somewhere convenient for future reference. For folders with leadership-only access, remember to revoke access as soon as an employee leaves. Organize large amounts of files by years or quarters. It can be overwhelming to organize thousands of files, but there are tools to help you. Move all of them from one year into their own folder. If you like, create subfolders for each month or quarter. If you need to rename a lot of files, there are apps for bulk file renaming , some of which are free.
Then you can add details to file names, such as the year. If you have too many year folders, you can always create a folder titled Archive for folders from more than a few years ago.
Tell your organization how to organize digital files. Make it easy for your coworkers to name files correctly and save them in the right place. Make sure everyone knows to back up their files regularly. If people must save files on their computers, make sure they save a backup copy. You might excel at organizing digital files, but others might not, so try not to stress about it. Schedule recurring file maintenance time to move misplaced files—and gently explain to people what the correct location is.
Or designate someone on your team as the go-to person for all file-organizing questions.
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