Digital Files Organization – How to Manage Electronic Files
Offices may look deceptively tidy now that most files are stored in a digital format rather than teetering piles of paper. But that neat-looking computer may contain an impenetrable tangle of files. Having digital files of important information is expected today, but if you need help finding what you need, then those files aren’t doing you any good.
At BeOnAir Network of Media Schools, we understand how important it is to maintain reliable digital files. Without a reliable system, productivity falls, and frustration rises. Especially in digital media production, a good system for organizing your files is essential. Here’s an overview of how you can tackle this project.
Why organizing your digital files matters
It’s easy to save a file and immediately lose track of it. Whether transferring photos from a digital camera or downloading tax documents, it’s easy to assume you’ve taken care of that file and promptly forget about it. At least, that is, until you realize that you need a particular photo or document and try to find it among all the other files littering your storage.
You need to know the exact file name or date the required file was saved to avoid clicking through endless files and wasting time searching for the one you need. Just as with physical clutter, there’s an important question you need to ask yourself: Do you own something if you can’t find it when you need it?
But don’t worry; having your digital files at your fingertips can be a reality. All you need is a plan of attack.
How to get your digital files in order
One of the things that stops people from dealing with their digital files is that it can be overwhelming. To help you overcome that barrier, lay out your plan of attack. Here are three steps to get you started.
1. Prepare
To effectively sort your files, you must know who you’re organizing them for. Do you need them to make sense just to you, or do you need to share your system with colleagues? Spend time deciding who the “audience” is for your digital files, which will help direct your decisions.
2. Plan
A project like this is something other than something you fit in around other daily tasks. Set aside time to get the work done, blocking it out on your calendar. You don’t have to plan on marathon sessions–in fact, it’s better to break up the task into smaller, regular periods.
3. Plot
It’s a good idea to make some guiding decisions on the naming conventions you want to use for your file names. Do you want the names to be capitalized? Will you use plurals? Do you want to use tags for subcategories? Make these decisions ahead so you don’t find yourself halfway through the project and having to go back and rename half the files you already finished.
Organizing your digital files can seem daunting, but it’s worthwhile. Once you have everything in order, you can access exactly what you need in just a few clicks. At BeOnAir Network of Media Schools, we understand how fast the digital world works, so we know how powerful it is to have your digital files in order.
BeOnAir Network of Media Schools can help you pursue your dreams
If you’re interested in the fast-paced world of modern media, BeOnAir is here to help you learn the skills you need to build your career. Whether you’re learning about how to manage your digital files or preparing for a new career, we’d love to show you what we can do for you. For more information, contact us today!
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