File management techniques are important and can determine how productive you are, see 7 ways to effectively manage files on your computer.
If you have ever spent an entire day sorting through file after file because you are looking something important on your computer, then, you will understand the importance of file management. The problem with improper filing is that it starts from initial storage. Here are ways to avoid having the same problems ever again:
1. File properly at the start
There is always the temptation to leave things for later. The problem here is that we tend to forget things easily as there are probably 101 other things you need to do before the day is over. So, as soon as you want to save a file, file it under the properly. This includes correct name and correct folder.
2. Name them names
While sorting through files might sound stressful, have you ever had to open each individual file to see what they contain while searching for a file? This is horrific to even think of. Yet, it will happen if you fail to file under names that represent what they contain.
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3. Hierarchy of folders
While you don’t need t create a new folder for every file, you should ensure that all files are not under one folder. Otherwise, you will soon find yourself with a folder of 1,000 files and no way to separate documents from movies. So, you start with a unifying similarity, like ‘Video’ and work your way down to ‘Tutorials’ or ‘Movies’ and then further down to ‘Type’ and even go as far as breaking them into ‘year’ or something else.
4. Observe naming rules
Depending on the OS you are running, some don’t allow spaces or some special characters and it will be wise to remember that when naming files and folders. It is mostly advised to use underscores to separate words.
5. Order for convenience
You know which files you need more often, so, you should order your folder in such a way that you can reach the most used as quickly as possible. You can either rename them to appear first in a list that uses folder names to sort or you can choose other sorting systems.
6. Backup files regularly
If you don’t want to be caught with missing files or have a computer crash set you back many weeks of work, backup your files to a drive or cloud storage regularly. It is easier if you have a regimen set like every two weeks or once a month.
7. Cull files regularly
Some files may have outlived their purposes and are just eating up necessary space on your computer and slowing it down. The smart thing to do is go through your files once in a while and remove irrelevant ones. Again, you can set up a regime to do this.
With these steps, you get to effectively manage your files and save a lot of time while increasing your productivity.
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