If you don’t organize your digital files, it can create a mess on your desktop. Without an organization system in place, most of your important documents can get lost in the black hole of your operating system. With a little effort and planning, you can organize your digital documents so you don’t have to look for them again. Here are five ways to organize scanned documents.
Create a Documents Folder
Some operating systems don’t come with a default documents folder. If you find that your operating system doesn’t have one, then create one as soon as possible. Use this folder to save all of your online documents, including scanned images, word processing documents, photos, and other types of files.
You can even use this folder to save your downloads, music, and videos as long as it pertains to your work. Your documents folder will allow you to access your documents without having to backup or search your entire computer. This will also make it easier to transfer your documents to your new computer.
Instead of stashing all of your scanned documents into one folder, you can create subfolders that contain different categories, subjects, or topics. For example, all of your invoices should go in one folder, while all of your tax documents should go in another folder. This will provide you with some peace of mind come tax time.
Label individual folders for each colleague in your business. You can even organize folders by digital documents, PowerPoint presentations, PDFs, scanned documents, spreadsheets, or word documents. This will take a little bit of time, but it’ll save you time searching for this information when you need it the most.
De-Clutter the Desktop
Most businesses have too many icons on their desktop. Some people love to use their desktop as their main storage depository. This is not a great idea since it can reduce your computer’s overall performance over time. Save your family and vacation photos for your smartphone.
You want to keep your desktop for documents and files that need your immediate attention. When you’re done with them, recycle, trash them, or refile them properly. De-clutter your desktop on a regular basis. Don’t keep files, documents, and software that you rarely use.
Name Each of Your Files
Name each of your files as soon as you store them on your computer. If you have several resumes on your computer, searching for the generic name “resume” will produce high results. A better way to name this common document would be to use the first and last name of the person. Plus, it’ll be easier to remember and find quickly.
Send Your Files to the Cloud
If your computer’s hard drive is too full or if you want to back-up your documents, upload some or most of them to the cloud. There are plenty of cloud storage companies to choose from. Some of the most common cloud storage solutions. This allows you to access all your data online via smartphone or tablet.
There are plenty of ways to organize digital documents. You can even create subfolders as you want. You don’t want to get so carried away that they take up your desktop. Keep the organization process clean, simple, and fun as possible.