Old are the days when files used to be in paper and folder form. With the advent of time, the way of working with the files has changed a lot.
Nowadays, digital files are in great use and have replaced the old paper-based files. When these files become large in number, the management of them turns to be on a priority list.
Many technology-based businesses, deal completely with electronic files and require modern ways to manage them like sending a fax from iPhone, sharing data on the cloud, collaborating on a single file, etc.
Benefits of Digital File Management
Digital file management is effective in itself as it allows an individual not to use physical space for files, reduces the use of paper, and supports the management of files. It fulfills the need of having all the files in one place and ultimately minimizes the overhead of searching a file.
One of the great features of digital files is “security” as it prohibits any unauthorized access to a file and helps in securing the file.
Tips to Manage Digital Files
Several tips to manage the digital file are discussed below.
1. Categories the File According To Type & Date
Every file is unique in itself when it comes to the “type”. With this attribute, you can easily organize the files and at the time of searching for a specific file type, the process will come in handy.
Classifying the files in accordance with the date enables an individual to search the required file rapidly. As a result, productivity also gets enhanced.
2. Send Fax Using Mobile Devices
Gone are the days when fax used to be sent using a fax machine. Nowadays, numerous “apps” have emerged through which you can easily fax the document within no time. One such app is “eFax”, using it you can fax within a few taps on the mobile screen. Initially, this app is available for the iPhone only.
3. Remove Old and Unused Files
To keep the files organized in the file management system, you must keep deleting the old and unused files from time to time. By following the methodology, you will be at ease while searching for any file. Also, it will help you in utilizing the storage effectively.
4. Create Backup of Necessary Files
Backup is advantageous when the system fails or the storage system goes corrupt. But if you keep the backup of the vital files, it will be less likely that you will lose access to the same. So, perform the backup periodically.
5. Use Better Nomenclature
While saving files digitally, you may use a unique way of naming the files and folders. Eventually, it will help you in searching for a specific file in no time. Also, if you go with the practice of distributing files in several subfolders, it will promote the better organization of files in folders.
6. Keep Ongoing Work Away From The Completed Work
Having a different folder for ongoing work and completed work will help in separating the files and will lead you to have the file system in an organized way. Also, when you are done with the work, move the related files from the ongoing to the completed work folder. There is a need to perform this task periodically.
7. Use Digital Copy of Physical Document
If you have a bundle of physical copies, and they are taking up too much space, you should convert them into digital format. It is because the digital files do not take any physical space and get piled up in a single place virtually. Also, the sharing of the digital copy is quite easy, so you do not have to worry regarding the same.
8. Use Cloud Storage
Saving a file on the cloud enables you to access it anytime and anywhere using any device. Cloud storage is helpful whenever you need to collaborate on any of the files as it allows cloud storage access using multiple devices. Initially, limited cloud storage is available for use, but if your data starts exceeding the minimum storage, you may buy it.
9. Flexible File Organization
If merely organizing the files in accordance with the “type” or “date” does not fulfill your demand, you may opt for some other ways of organizing the files. As the attributes may vary according to the work preferences.
So these were some effective ways to manage digital files, by going through them, you can easily get to know their importance and how to operate on them.
