We manage all types of files in the course of doing business. Some are more important than others and often need better security, and they need to be filed a certain way so that retrieval is fast and painless. Today, we will go through three of the best practices in file management to help you get a better handle on the ever-growing amount of data you have to store.
Have a Strategy When Naming Files
The most important thing to consider if you want to level up your file management is to name your files with a purpose. Think of it this way: you want every file you create to be able to be found when searched for. Some great tips when naming files include:
- Create file names that are descriptive of the file's contents - Some folders have thousands of files, so naming a file so a search will pull it up is useful.
- Keep the names short - File names should always be concise. Use underscores (_) in place of spaces rather than making it all one word.
- Number files with corresponding materials - In a business or other organized setting, a work order or reference number is typically associated with the file you create. Using this number can make retrieval much faster.
Avoid Redundancy
One of the most frustrating things for anyone using a shared database is pulling up a file you think you want only to find it to be a partially complete or empty file. You then have to go through the process of verifying that the file exists and find the one you are looking for. Always avoid saving multiple versions of the same file when managing files unless it's an essential file used in multiple projects. Label it so it can easily be differentiated from a file in a separate folder.
Keep a Dynamic Backup
Regular backups, stored on external drives, cloud services, or a combination of both, provide a safety net. By creating and regularly updating backups, you ensure the ability to recover valuable data like documents, photos, and essential files, minimizing disruption and potential financial losses that could result from an unforeseen data loss incident.
Using these three tips will help you get more organized and significantly reduce data retrieval time. Check out our blog regularly for more tips and tricks on best managing your technology.
