Organizing files on a computer seems like a pretty straightforward process if you do not have to work with many files simultaneously. However, for someone who has hundreds or thousands of files that they need to keep track of, lacking a proper strategy can result in multiple problems.
If you have noticed problems with managing data on your computer, do not hesitate and take a different approach. The suggestions in this article should be enough to help you find a different approach and stop worrying about mismanaging computer data.
Avoid Desktop Clutter
Let’s start with desktop clutter. As a rule of thumb, you should avoid keeping documents, shortcuts, and other files on a computer’s desktop. First of all, a cluttered desktop is a hindrance to the overall computer performance since the system has to process shortcuts when you switch from the desktop to another tab.
The habit of keeping files on the desktop is also not great because you may have distractions like video games. If you want to focus on work, these distractions can be quite disruptive.
Secure the Data
Make sure to secure your computer. Even a minor virus or malware could wipe the data and leave you with no opportunities to back it up.
Besides running reliable antivirus to detect and eliminate cybersecurity threats, you could also protect files by setting up passwords for folders or separate files. It is not that simple too, say, remove password from pdf files if you lack the knowledge and tools to do that. And if someone were to gain access to your computer and files, they would have a hard time checking the contents of these files.
Have a Naming System
Instead of leaving random names that make no sense on their own, create a file naming system that will let you navigate through both folders and separate files manually and by using the search feature on your computer.
For example, if there are a hundred pictures in a folder and they are from the same event, you do not necessarily need to change the default name, which is likely something like IMG_1, IMG_2, etc.
However, if there are folders inside folders of various pictures, and some of those folders have pictures unrelated to one another, you will need to work harder on giving them proper names.
Avoid Too Many Folders
Speaking of folders, you do not want to create large directories because going too deep to access a particular folder, and a final is not efficient if you have to do it manually because you forgot the name of a file and cannot use the search feature.
Instead, take a simpler approach and create separate folders that will help you browse through the files.
Imagine this, for example. You have created multiple templates to send email offers to clients, but you have misplaced them among all the files. And who knows how long it will take to locate the template again, especially if you forgot to rename it.
Use the Search Feature
Like already mentioned, if you name your files in a way that you can remember them, the search feature is great to navigate through the computer and find the files when you need them.
Keep Tabs on Redundant Files
Too much clutter on the computer’s drive is also a common problem that many people face. The downloads folder is a great example. Not everyone deletes a downloaded file after they no longer need to use it.
Removing temporary system junk like caches and old system backups could be a good piece of advice as well.
As a rule of thumb, at least 10 to 15 percent of total computer drive storage should be free. Otherwise, the computer will underperform. Therefore, it would be best to permanently remove redundant files. Doing so will free up the computer’s drive storage and leave you fewer files to deal with.
Empty the Trash Bin
Speaking of removing files from the computer permanently, remember to empty the Trash Bin each time you drag a file in it. Putting a file in the Trash Bin is not the same as deleting it from the computer. Therefore, be sure to empty the Bin regularly.
Taking notes about computer files may seem like too much, but if you prefer to keep things organized, then why not create a blank Google Docs file and write down information that you may need about the data on your computer.
Use External Storage
There is no need to keep every file on the computer’s hard drive. You can take advantage of portable drives or USB sticks as well as cloud storage. Services like Dropbox and iCloud offer a few free gigabytes of free storage, but you can also get an upgraded plan for additional space by paying a monthly fee.