10 File Management Tips to Keep Your Electronic Files Organized

Whether you're copying your files onto another drive or onto tape, it's important to set up and follow a regular back up regimen.

Back up Your Files Regularly

Give electronic files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like "overdue_20180115"; rather than something like "letter". How will you know who the letter is to without opening it?

Be Specific

If you are sharing files via email or portable devices you may want to have the file name include more specific information, since the folder information will not be included with the shared file.

Be Specific

These are the drawers of your computer's filing cabinet, so to speak. Use plain language to name your folders; you don't want to be looking at this list of folders in the future and wondering what "TFK" or whatever other interesting abbreviation you invented means.

Create Folders in a Logical Hierarchy

Do not delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders under your root folder, create a folder called "Old" or "Inactive" and move old files into it when you come across them.

Cull Your Files Regularly

Sometimes what's old is obvious as in the example of the folder named "Invoices" above. If it's not, keep your folders uncluttered by clearing out the old files.

Cull Your Files Regularly

Documents\Invoices\2017\Customers\Doe_John_20180416.doc and the file is shared or emailed all the recipient will see is the Doe_John_20170416.doc and may not be able to tell that the file is a customer invoice without opening it.

Example of Being Specific

If shared mobile access is required, documents can be stored in the cloud and shared by assigning access permissions.

File Management tips

The best time to file a document is when you first create it. So get in the habit of using the "Save As" dialogue box to file your document as well as name it, putting it in the right place in the first place.

File as You Go

Some operating systems (such as Unix) do not allow spaces in file or folder names, so avoid this if your computing environment is mixed.3 Instead, use the underscores as a delimiter (e.g. Doe_John_Proposal.doc.) Other characters such as / ? < > \ : * | " ^ are also prohibited in file or folder names under Windows.4

Follow the File Naming Conventions

Under Windows the maximum full path length for a file (e.g. the drive letter + folder names + file name) is 260 characters.5 Use common abbreviations wherever possible, such as Jan for January or Corp for Corporation.

Follow the File Naming Conventions

Use descriptive file names for easy identification and retrieval but don't go overboard - file/path names have length limits which vary between operating systems.

Follow the File Naming Conventions

Managing electronic documents should be part of an overall document management strategy for your business. A proper document management plan should include all aspects of handling documents, including storage, retrieval, backups, and security.

Good File Management Makes Finding What You Want Easy

The search function is a wonderful thing but it will never match the ease of being able to go directly to a folder or file. If you follow these file management tips consistently, even if you don't know where something is, you know where it should be - a huge advantage when it comes to finding what you're looking for. Good file management practices will save your business time and money.

Good File Management Makes Finding What You Want Easy

Place all documents under a single "root" folder. For a single user in a Windows environment, the default location is the My Documents folder.2

One Place for All Documents

In a file sharing environment try to do the same. Create a singe root folder (called "shared documents" for example) and store all documents in subfolders inside the root folder.

One place for All Documents

If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.

Order Your Files for Your Convenience

The potential loss of data issues with disgruntled, departing employees is one more reason to protect your business data.

Organization Is the Key to Electronic Fiel Management

Proper organization of digital documents is especially critical in a shared environment - if one of your employees is absent (temporarily or permanently!) you should be able to easily locate any documents created or managed by that person.

Organization Is the Key to Electronic File Management

Use the default file locations when installing application programs. Under Windows, by convention application program files reside under the (Drive Letter:)-> Program Files directory.

Use the Default Installation Folders for Program Files