We can all probably agree that advanced technology has made our lives easier. All aspects of life have changed in recent years. This especially counts when we talk about businesses. Their effectiveness reached high levels because of the benefits we get.
Yet, there is one problem that people have to face every day. Together with advanced technology, we started to work with a huge number of files. Well, managing those files needs to be good for many reasons. It might not be dangerous when we mess up things with private files. However, data that we use in the business world always need to be available to us. More precisely, we need to keep it protected from any type of damage.
The damage can come in different shapes and sizes. In some cases, we may lose files because we became victims of the cyber-criminal. However, it can also happen that we lose them because of a lack of concentration.
It truly can be confusing when you need to know in every moment the location of each file we have. Fortunately, you came to the right place to hear ideas for managing your computer files. We will cover all the issues from their organization to their transfer. You can consider this as some sort of guideline.
1. One Place for All Documents
Keeping all your files on your desktop is a huge mistake. First of all, this move can make your computer work slower. Despite that, it won’t look organized at all and it can be confusing. Indeed, you can always use the search box to find them. However, why would you spend time on that?
The smartest thing of all would be to keep all the important data in one place. For instance, you can create a folder where you will place everything important to you. Researching one folder of hundreds of files is easy. However, searching for one file in millions of places is tough.
2. Transfer Files Effectively
The requirements of certain programs are becoming higher and higher each day. Because of that, many individuals and businesses buy new computers more often. As we said in the beginning, we all store too many documents in one device. Transferring those pieces of data can sometimes spend a lot of our time.
Well, this is not going to be a problem if you use the right tool. Have you ever heard about EaseUS Todo PCTrans? This program allows PC users to move apps, data, and accounts between 2 computers. Additionally, you can transfer the old PC files to the new Windows 10 PC. Fortunately, the program itself supports all Windows Os including Windows 7, Vista, and XP. If this seems like something that deserves your attention, you might want to check EaseUS.
Don’t worry, you won’t have to spend money. The software is free for all the users and you can use it at any time.
3. Make Categories and Subcategories
Categories and subcategories will make the managing of computer files easier. Let’s give you a real-life example of how you should do that. First of all, you should divide the different types of files that you have. For instance, one folder should contain only videos, other one Word files, etc. In this way, you will know exactly where to look. After that, in each of those folders, you should create another folder. If you keep Word documents, find the best possible way to divide them into subcategories. Each category should contain the same type of textual format.
There is one tip that might help you manage data important for your business. You can make a folder for each client that you have. When a client contacts you, you will know exactly where to look for.
4. Try to Be Specific
Do not ever forget to name the file that you created. How you will do is your choice. However, you must be as specific as possible. For instance, let’s say that you named a video “Video 1” in one folder. If you do the same thing for a video in another folder, things can get confusing. The computer won’t notify you that the file with the same name already exists.
You do not have to invest a lot of strength to be creative in this case. Use some keywords that will describe what the document is about. For instance, you can use Partner’s/Company’s Name + Contract (i.e.). You won’t just know what the data is about; you will also remember it easily.
5. Back-Up Your Files
This and next tip from our list might be the most important ones for managing documents. First of all, all computer users make a common mistake. They rarely back up the files they use. This is a risky move because you never know when your computer will stop working. Your Operating System might crush when you do not expect. Indeed, some alternatives might give you a solution. Yet, they are not magical, and there are certain cases when even they can’t help.
It is important that you back up your files actively. You should do that at least once a week. If the number of documents you work with is huge, you can do it more often.
6. Delete the Unnecessary Documents
Why would you fulfill the memory of your computer with unnecessary files? Let’s say that you just purchased a new computer. You used the program that we talked about to transfer all files from one device to another. However, you plan to continue using the same computer in the future. Why would you keep the same documents in two separate places? You can easily delete them all on your old computer and continue using them on the new one.
Many unnecessary documents can make file managing more difficult. Because of that, get rid of those that you no longer use.
Before we say “goodbye” to each other, let’s make some conclusions. Back up of the files is crucial if you work with a huge number of them. This tip we especially dedicate to entrepreneurs. Getting back those documents might be impossible in some cases. Despite that, use only reliable software solutions to transfer them from one device to another. In this way, you will be sure your data is safe.