Keeping your company's data organized and protected is an essential business management task. A logical system for computer files makes it easier to find documents, which can boost your company’s productivity and efficiency. Below, learn a few tips on how to organize your computer files. 

How to Organize Your Computer Files

1. Separate Personal & Business

Business folders should never mix with personal folders. Besides taking up space, personal photos and information shouldn’t be available to everyone at work. Business documents should be saved to a common folder, network, or cloud storage drive, and not your desktop. This makes it easier for those who need access to grab what they need. It also ensures that everything is backed up since personal folders on your desktop may not be included in this backup.

2. Organize by Category

Give each department a separate folder, such as IT, marketing, sales, and human resources. Staff will have a starting point when searching for what they need. Within those folders, items can be broken down further, and some folders can be limited to only certain individuals if privacy is a concern.

3. Embrace Subfolders

Under major departments and categories, subfolders allow you to narrow down the information even further. In the sales section, keep a folder for each client. Within each client, there may be a folder for each product or service they purchase as well as invoices and contracts. Break everything down by year so that you can go right to the date in question.

4. Name Them Well

Developing a naming system streamlines your business management practices and ensures every document is easy to find. It also helps you avoid several files with the same name, such as “contract” or “presentation.” Be consistent and concise, and avoid special characters like percent and dollar signs. Include the date, the type of document, the name of the client, and any other pertinent details that will clearly label the file. Make sure dates are written the same way every time so they will be in chronological order. Use underscores or dashes instead of spaces, and when numbering, opt for sequential ordering like 01, 02, and so on.

5. Avoid Floating Folders

When you add an underscore to the front of a file, it will float to the top of the list, which can create chaos when searching for a file numerically or alphabetically. It is easy to miss this folder, or you may end up with duplicate folders and files because the floater wasn’t where it should be in the chronological list.

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