Having a thorough organization system for your computer is integral. Although this is the case on computers for personal use, this is even more so the case for office computers that are used for business purposes. The reason a comprehensive and easy-to-use system is required, especially for businesses is due to the fact that it increases productivity and makes it far easier for an employee to work.
Having a messy computer desktop is just as distracting as having a messy physical desk. In both cases, things are hard to find and your mind struggles to wade through all of the unnecessary and distracting things it sees. It is therefore highly recommended that you put in place an organization system that allows you to easily access what you need when you need it.
What is file management?
File management is a method of storing files. One of the best ways in which you can ensure your office computers are well organized is to invest in a file management system. This is a digital solution that allows you to store documents, records and data.
File management systems are operating systems that usually offer companies a centralized system of document storage. This allows you to keep files on your desktop, whilst also having them be part of a system that has synced files that others can access and collaborate on.
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Tips to organize your computer files
Most companies and businesses have an extensive amount of data and documents that they need to store. Whether it is for legal reasons or convenience reasons, you really cannot get around keeping records. However, there are some things that you can do to ensure that these records and documents do not get overwhelming. We have therefore created this list of useful tips to organize your computer files.
1. Decide what you need
Before you get started actually organizing your documents, you first need to decide what files you need. There will be surplus files and documents on your computer that you do not need. The first step in getting your computer organized is decluttering.
If you have been a file hoarder for all these years, decluttering is going to be a big job for you, but it needs to be done. You should dedicate some significant time to this job, you want to get it right, and only want to get rid of things you know you do not need. You do not want to rush the process and end up getting rid of important files in the process.
2. Invest in a file management system
Working environments are becoming increasingly collaborative so to avoid sending out 100 emails a day to update everyone on the progress of your work and documents, you should invest in a file management system for your company. A file management system will do most of the work of organizing your computer for you as a centralized system will allow you to view projects in a seamless way and provide you with the opportunity to collaborate with others.
Our file management system can help your business:
- Identify duplicate files or documents that have not been used in over 6 months
- Find patterns that are potentially costing you thousands of dollars in storage costs every year
- Find your folders and files faster, no matter where they are stored thanks to our search engine
- Have all your types of storage connected to our API, such as SAN, NAS, DAS, Cloud and more
- Federate data from different storage units
- Visualize each project allocated space
- Accurately account for and cost all data associated with any given project
- Make decisions effectively based on metadata analytics and information
- Get notified on project usage
- Get a quick overview of your biggest storage variations, most active projects, file utilization, duplicated files, etc.
- Access your content anywhere at any time with the responsive web design that works seamlessly on your phone, tablet and computer.
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3. Create folders
Creating folders is a brilliant way to ensure organization and efficiency. However, there is also an art to it that you should be aware of. There are multiple different ways in which you can create folders and lots of different subsections and heading that you can use for your folders. From employee specific folders, to client based folders or date based folders, there is almost an endless list of folder decisions.
In order to create a file system that works best for you and your company, you need to collaborate closely with your employees. Observe in detail how your business operates and flows on the ground, identify hierarchies, and sequences of work order that occur. Doing this will allow you to create folders effectively.
4. Establish rules
There is no point in using a centralized system that everyone can access and leverage shared folders that everyone contributes to if people do not understand the rules of the folders. Failing to establish rules could result in employees putting the wrong documents and information into the wrong folders.
It is therefore important to set up the ground rules of each folder before so that everyone knows what goes where and how everything works in order to create a coherent and cohesive system within the workplace.
5. Keep on top of everything
Once the main systems of your organization are in place, it is important that you keep on top of everything. The first thing that you need to do is delete as you go, where necessary. However, you should also make sure that any documents that are important are backed up.
Although it is rare, computers can sometimes make mistakes and documents can sometimes get lost. You do not want to find yourself in a position like this so make sure everything is backed up.
Review your system regularly and sort everything at least once a week. It’s a good idea to come together with your colleagues and see what can be gotten rid of. You can also use this time to give employees the opportunity to highlight things about the system that do not work for them. It is recommended that you check in with your team regularly to ensure that the system you initially set up to organize office computers is efficient for everyone involved.
What is the best way to organize files on a computer?
The best way to organize files on a computer is to invest in a file management system. DataIntell is dedicated to offering a fully comprehensive file management system that will do most of the organizational work for you. We understand that businesses have a vast array of documents that are often difficult to stay on top of, which is why our system includes a search engine tool, which gives you the ability to seamlessly search through documents thanks to intelligent insights and metadata.
Our data management application is the answer to many questions that businesses ask themselves when it comes to storage such as:
Do you know the total space used in each of your projects?
- Are you always looking for free storage space?
- Do you waste time finding duplicate files or searching unused data and figuring out what to delete and what to archive?
If you answered yes to one of the above questions, we offer you a turnkey solution that can save you time, optimize your storage limit and give you a vision to take control of your storage infrastructure cost.