Source: Pixabay

In today's networked and digitalized world, it can be a challenge to keep your PC constantly decluttered and organized. New files of all kinds are added every day, but they are no longer just stored locally on your own computer and laptop, but often also in the cloud. The latter storage location is particularly important in the corporate environment, which is increasingly relying on cloud services to store company files and run programs. An organized and traceable file folder system is particularly important if several employees on the network need to access the same files. To ensure that everyone can find what they need efficiently, a regulated and orderly approach to saving and organizing files is essential. It is also particularly important to ensure the security of all files, firstly through backups and secondly by controlling access authorizations in the company network.

Keep an overview with folders and subfolders

To ensure that files can be found, a well-organized and sensible file folder system is required. First of all, all documents should be stored in a root folder. In Windows, the default folder is "Documents". If all documents are in one large folder, it is not only easier to find things, but also makes it easier to create backups and archives. Under the main folder, it is now essential to create comprehensible subfolders that further structure the files. A logical folder hierarchy should be used here. The names of the folders should be easy to understand and "clever" abbreviations that you will soon no longer remember should be avoided. Folders can be subdivided according to customer or project, for example. Over time, further subfolders are then created, such as "Invoices" and also the various months or years to which they relate. Each file should be stored in a folder that is as specific as possible. Orphaned files without an associated parent folder should be avoided.

The file name should provide information

The best time to organize your PC is right at the moment you create a file. Instead of putting it on the desktop first - tip: never Files on the desktop save - they should be saved immediately with a correct name in the corresponding folder. Doing this right from the start will save you a lot of time and searching later on. Electronic files should be named as clearly as possible. Ideally, you will know what a file contains without having to open it. Names such as "Document 1" or "Letter" are not helpful and cause confusion and chaos, even in a folder system. The name of the file should neither be too long nor too imprecise. Integrating the date in the name, such as "2020-07-18", can also be helpful to get a better overview.

Source: Pixabay

Backup and security of files

Finally, the security of the files must always be considered. From malicious viruses and employee errors to hardware malfunctions and unauthorized access, there are a number of dangers that need to be prevented to protect important and secret files. The number one security measure, both in the private and business sector, is the Installation of a virus scannerwhich protects against external cyber attacks. The second step is to back up files regularly. Cloud services, which often enable automated backups, are a good option here. If a file is accidentally deleted locally or if hardware malfunctions occur, copies are safely stored in the cloud. Finally, unauthorized access to secret files by internal company employees is also a risk that needs to be considered. To avoid such dangers, companies can use the NTFS Permissions Reportera tool that optimizes user access control. In this way, the effects of internal threats are minimized and it is possible to quickly identify who has access to which files. This means that files of all kinds remain secure and protected, even in a network.

If you store files in an organized manner with a comprehensible folder system, you will save yourself a lot of time and frustration when searching for documents. It is therefore important to organize and protect folders and files both on your own PC and in the company network.