In the company, we work with a massive number of files that can be difficult to find at the right time among the disorganized collection of various multimedia. This article is going to show you how to create a clear file management system and keep everything in order. The plan discussed in the article will help organize files better and conveniently store them, which is especially important for a modern worker. It is also quite versatile: it can work for individuals or teams and be interpreted by everyone in their own way.
Start filename with a company name or customer name
If you are an employee of a company, you most likely work with customers. Files abstractly named “project” or “sample” can easily get lost on a computer system. Start organizing your file space by dividing each customer into separate folders and naming them accordingly. If you do not know the organization’s name or the client’s name (which is also possible), include the subject of the project you are developing in the folder name. In the folder of each company, you can create main subfolders such as “Project” and “Agreement.”
If you enter into an agreement with a client or a company, it will be helpful to keep all the documents binding you in one place and, if necessary, provide or re-examine them; you can always easily find them.
Where to store files?
Where to store the files is up to you. You can choose any convenient space: desktop, hard drive, or Google Drive cloud storage. Storing files in cloud storage has a number of advantages:
- The storage has backup logs in case you ever find a corrupted file or accidentally delete it;
- You can access files remotely from anywhere and from any device;
- Cloud storage simplifies the exchange of files – you can open access via a link to a client and not waste time uploading files to instant messengers or USB drives;
- You will be able to edit, add or delete files after sharing the link with someone.
How to share large files?
A small file can be attached to an e-mail message, send a file through a message in the messenger. In these cases, there are limits on the size of the file. With small files, everything is clear, but how to transfer a large file?
To share large files, it makes sense to use data transfer services such as Massive.io. MASV is cloud storage that provides an unlimited amount of disk space. This storage feature is the encryption of files placed in the “cloud.” Files are encrypted on the user’s side. Another user can easily download a large file to their computer, having received a link to the file with the decryption key. When sending a link without a key, the recipient will be able to download the file only after receiving the decryption key.
The recipient of a large file should have an account in the service in order to download the file without any problems. After receiving a link to the file, the recipient must save the file to their storage (this happens instantly) and then download the file to their computer from their storage.
Last but not least
If you still haven’t organized your files on a computer, take an hour or two to reorganize your documents. It’s scary to take on, but you’ll thank yourself later. Just like in the case of ordinary papers, systematization and labels that are convenient for you are of great help here. If you often have to work with different versions of the same document, it’s helpful to come up with a naming system that everyone working on a task can understand. In addition, you can add a date and, if necessary, time to the name of each new version, so it will be easy to understand when the last changes were made and compare versions. Folders that you do not need right now, but will be helpful in the future, can be archived. This will make it easier to navigate. And a copy of the most valuable documents should be stored in a cloud service just in case.