In today’s digital empowerment world, computer file management skills have become a must-have. The good thing is that there is no good or bad way to organize your computer’s digital files; What matters most is that you take some time from your busy routine to handle them properly.
In this article, we will chat about a simple way to handle digital files on household computers, regardless of the operating system you use. Let’s first read the importance of backup data.
1. Back-Up Data Before You Start File Management
Planning is important, especially when you organize digital files on your computer. Chances are that you delete some of the important accidental files, which could be difficult to recover later. However, if you have a data copy, you will not have to think about the loss of data.
If you erase one of the files or folders by mistake, you can recover it from the backup. However, on the realization of data loss, the first thing to do to prevent permanent loss is to stop using your computer because you could replace the deleted file unintentionally.
It is possible to recover deleted data only if it is not overwritten. Once the file is crushed with new data, the chances of data recovery narrow. Click here to learn more about different ways to efficiently recover crushed files.
If we are talking about backups, you can use an external storage drive to save your data or save it to a secure location out of unauthorized access. On macOS, the time machine configuration is the best way to ensure data security and availability of all time. Once you have finished with data backup, encrypt your hard disk using file encryption tools such as FileVault if you are on macOS.
2. Clear Away the Trash
First things first, erase all garbage from your computer to get rid of unnecessary digital files. Deleting files and folders not so important from your computer will shudder the offload and you will need to spend time only on important data.
This will make room for important data. After deleting temporary junk food, the next task is to save all the hard disks. This will prevent your records from getting lost in the sauce when you have thousands of storing carefully.
3. Group Files in Dedicated Folders
Folders are the heart of a good file management system. When you store a pile of files in a dedicated folder, it adds clarity to the data. Make a folder for a single project, then fill it with the files belonging to this particular project.
You will manage to locate files more easily without having to click on each folder stored in different locations. This will save you the time, energy and effort you have spent to find the files when you need it most.
4. Name All Digital Files and Folders Properly
It’s really important. Name the digital files with appropriate names lets you store and find them quickly. The naming system must be consistent and the structure must be hierarchical. An appropriate flow must be visible in all content stored on the computer.
If you have multiple versions of the files that store the same data type, name them by associating the string with an integer such as Management 001. Now save all subsequent versions sequentially so that you can easily identify the latest files.
5. Move Data to Cloud Platform
If your work requires collaboration with colleagues often on files, you will end up sharing them by email or email or email. This will save multiple digital files from files to different locations on the computer.
The movable cloud files will prevent you from building clutters on the physical storage medium. For example, instead of saving a Word document on the computer, save the data in Google Docs in Google Drive. The next time you want to share it with others, simply send them the connection with the appropriate access rights.
6. Erase Duplicate Digital Files
Several reasons are responsible for the existence of duplicate digital files on the hard disk. Sometimes you copy a file and paste it somewhere else, or you download an attachment twice, or you synchronize data on devices, which gives duplicates.
More often than not, duplicates accumulate automatically, but what bothers you most is that you have to spot these files manually and you have to delete them. Deleting duplicates allows you to recover a large volume of space on a storage device.
7. Archive Files to Different Locations
Archiving is the process of storing important data on another storage device with minimum access. An archive reader is designed correctly to store data that you no longer need to keep as you may require it for future reference.
Archiving has not only helps delete old files but also allows additional space for other data. When archiving files on another storage device, your hard drive is available to store more digital files, more applications, more games and similar items.
8. Store Files as PDF
If you store your important data in Word documents or PowerPoint presentations, you can change or delete the important content without the realization in the same way. Once you have finished working on a project, save the final version as a PDF to avoid accidental changes.
Recording Files As PDF maintains data integrity while maintaining the actual structure. Another advantage is that you can store models and 3D structures safely in the PDF and the password can protect them to ensure limited access.
File management brings multiple advantages, some of which are easy to count digital files and organized data storage on the hard disk. You must develop a file organization strategy and follow it strictly to prevent the congestion of constructing uncontrollably on the computer.
The more time you spend time on data management on the hard disk, the less time you will delete unnecessary digital files and duplicate them later. So make a routine to handle all digital files and folders on the computer without fail.