The File Manager and Explorer for Windows, Mac, Unix/Linux, but also available on iOS and Android

Are you aware of the latest file manager that is responsible for the automatic organization of your files, folders, and documents to help you locate them easily? Having your documents, files and folder organized will automatically save your time, and money especially when dealing with client’s files?

As a new employee in a reputable company, acquainting yourself with file management basics is a ladder to your success in your job and file organization.

Therefore, to up your file management game, the modern file manager can help you make the right subfolders and folders that are easily accessible even in your absence. They are simple, easy to use, and available on mobile, Windows, Mac, and Linux/Unix among other platforms.

However,

when in dire need to access your client’s files quickly when needed by your boss, your file management functions of operating system skills ought to be running up to keep the workflow in order and precise.

Truth be told, keeping your electronic files organized without the help of a modern file manager can be a heart-wrenching task especially to students, and huge companies that are encompassed with tons of file management activities in a bid to serve their customers well.

Laptops, desktops, and mobile devices are the mainstream gadgets responsible for storing files locally. In addition, companies have embraced the use of cloud computing services such as hybrid, private, and public cloud for file storage.

Does using the cloud guarantee companies’ good storage results?

The outcomes of all this can be terrific if there is no file management application software put in place to organize all documents. Also, individuals who tend to hold huge information will require file management best practices to execute well-organized files for their next task.

If this is you struggling to maintain your electronic documents in order, probably, you are fortunate to meet this post. In this article, we’ve documented the best file management actions you need to take to execute well-organized files for your clients.

Importance of keeping Electronic File Organized

Electronic file management is designed to see to it that you can easily locate your file or documents you are searching for. You might have stored your file on your desktop or laptop some months ago and still want to use it.

Therefore, wherever files are stored, it’s crucial to keep them in order and up-to-date. Proper planning and organization of electronic files are especially important in companies where the information stored needs to be shared with other parties. Having the file manager installed in Windows, smartphones or Linux will exceedingly contribute to proper movement and organization of companies’ folders or files accordingly.

In case of temporary or permanent absenteeism by one of the employees, it will be simple and easy to locate any file or documents managed by that person if it was orderly stored.

However, careless storage of files might lead to loss of potential information. At this point, you will all understand the file management advantages and disadvantages that need to be looked into to curb the loss incurred by the organization.

Also, if your employees are clueless about the best practices to use to protect client’s or company's documents, you can walk them through file management’s assignment and rate their potential skills concerning file management best practices.

For optimal file storage results, here are the best file management’s applications tips that will help you maintain your file organized;

Make use of Default Installation Folder

There is always a default location for all your file application installed on your computer.

Use this folder to store your file. You can find the application stored in the directory {program files} in Windows.

Place all your File in One Folder

Generally, the default location for keeping all your documents in Window is in the folder named, My Documents.

Place all your files in this single document for easy accessibility. Putting the documents in other folders is unnecessary and confusing especially when you want the file urgently.

Besides, the Document folder permits you to create other subfolders within the main folder. This makes your file more organized and easily available at a click of one intended subfolder to be used.

Use Simple Words to Name Folders

You can examine how other file management app examples from different sources have named their folders.

Typically, you’ll notice how other file management application examples have used simple words or languages that can be remembered easily when allocating the files.

You might be perplexed to find a certain term included in the folder, and wonder what the hell this name is. To avoid this, embrace simplicity when naming your words.

Also, you can group the documents in a hierarchy of your choice such as 1, 2, 3, and 4, or A, B, C, D, etc.

Create Subfolders inside the Main Folder {My Document Folder}

To make your work and date storage easily, you can create subfolders inside the main folder, the My Documents folder.

For Instance, if you have a client’s documents named MARKETING, you can include other folders such as Strategy 1, Strategy 2, and Strategy 3 in the same file.

The aim of doing this is to have all valuable information in one folder for quick examination when needed.

Nonetheless, avoid using technical words while creating folder names.

Follow the File Naming Rules in your Operating System

Different operating systems include different file naming conventions.

You’ll have to stick with your computer ambiance in terms of folder naming. For instance, Unix operating system doesn’t permit the use of spaces in folder names or documents. Instead, you can use other symbols to name the folder such as underscores.

Also, Windows doesn’t give room for characters such as /? <> \: * | “^ while naming files or folders.

Therefore, adhere strictly to the file naming convection of your operating system. Use easy-to-remember words for file recovery and identification.

Note; file or path names usually have set limits that differ with the file management actions an operating system facilitates.

In Windows, the recommended length is 260 characters.

Include More Specific Information

Naming files is not a task you’ll do clumsily and rush to your daily activities.

You might have problems allocating the file if needed urgently.

Therefore, to keep your electronic files well-organized, be specific with folder names, use sensible words, and includes even dates and months when the file was stored.

This specific information will help you retrieve data that was stored two years back when you have all the information in mind.

Also, detailed information in your file might be essential when sharing your data through mobile phones or email.

Keep your File immediately you create it

The right time to keep your file is when you create it.

Due to abrupt power cuts, your data might disappear if it was not saved upon creation.

Make use of the “Save As” dialog box when naming your folder. Immediately you are done, save your file and store it in the correct folder name.

Rename the Most Used Files

You might have hundreds of folders on your PC, but only 10 -15 folders have nearly all the useful information for your regular use.

Therefore, if there are files or folders you normally use repeatedly, compel the folders to the top of the file list by renaming the folders.

You can rename them as 1, 2, 3, 4 or A, B, C as per your choice.

Delete your Files on Regular Intervals

When your computer is inundated with lots of files, it’s always cumbersome to distinguish the new and old files. In this case, remove some of the unwanted files from your PC.

Notes, always be certain that you won’t use the folder or files again before you delete them. Or, you can create another folder to differentiate between the active and inactive folders from your computer.

Backup your Files

To avoid losing all your potential data, it is crucial to follow a regular backup pattern for your files.

Make use of the File Management Best Practices to find what you want in I minute

Keeping electronic files organized should be part and parcel of your general file management and device management technique for your company business.

A good file management plan should entail all the tenets involved to keep an electronic file organized such as the use of simple words when naming folders, following the operating system file naming convection, file retrieval, security, and regular backups of files.

If you follow the above tips, you’re already aware of the advantages laced with keeping files organized. It will save you time and money.