The Secret to Making Your Digital Files Work for You!

May 5

Your digital filing system should be adapted and changed to meet your needs all the time, even daily if needed.

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We humans have come a long way since writing in stone.

Now that almost all our business, and even much of our personal life, takes place online, your digital filing system should be adapted and changed to meet your needs all the time, even daily if needed. Nothing is set in stone—that is the beauty of digital files. You can easily change names and locations fast. Your system should allow you to find documents quickly, meaning you can calmly access it as quickly as you need. It should also be decluttered on a consistent basis.

Here are some tips to get your started decluttering your digital life.

1. SORT YOUR FILES

This is the foundation, the work that must be done to get your files in order. I always start with personal files because I have fewer of those than work files—plus, it’s more fun. I have two main folders on my computer, Work and Personal, and I divide everything into those two categories. Then, within each main folder, I create further categories. For example, I sort my work by year, projects, and people.

2. SUb It!

Sub-files are the answer to any organizer’s problem when it comes to digital decluttering. I always make sure to have sub-files. If you have more than ten documents in a file without a sub-file, things can get cluttered. For example, under a file as general as “2019,” you should likely have sub-files. These sub-files may be months, customer names, or whatever helps you sort your files faster.

3. Back It Up

You should regularly back up your system and your files. I recommend using a cloud system, as many of them automatically back up your system, although a hard drive is great, too. Get an external hard drive for your back-ups and any files that you may only use occasionally. Even though I save everything to the cloud, I also back up my entire computer quarterly. I have this task in my calendar to hold myself accountable.