A typical situation for most people is having an unorganized array of electronic files in their storage. For example, you might make a new Word or PDF document and just save it to the first folder that appears. Let’s say that as time passes, you keep doing this. Then, one day, you’ll find yourself frustrated for being unable to find a specific file that you need immediately.
Although not all people have the time to clean and organize their untidy electronic files, it’s time to make managing them a habit. Shake off your laziness and start investing some time to make your life easier in the future. Try to do these electronic file management tips to keep them tidy and easy to find!
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Keep together similar file types
Talking about file types, PDFs are the most popular ones presently. However, if you have them on your computer and plan to archive them, try converting them from PDF to PDFA, which is best for long-term archiving. Then, keep together those with similar file types so that it’s a breeze for you when you need a file. You only have to recall which file type it is and go to a specific folder! You can also use the sort function of computers.
Create a root folder and nest folders within
A root folder is simply the primary folder where you want to keep your files. For example, let’s say that you want to save your files in a root folder named “My Files.” You can then create nested folders inside to categorize your files further. It’s best if you follow a sorting scheme like creating folders by purpose, year, or so on.
Follow a file naming scheme
Create a specific and systematic way to name your files. Be as detailed as possible. For instance, you may name your files this way: “YYYY-MM-DD_Category.” Once you search for a specific date on your search bar, it will come up quickly. This is only a basic sample, but you can make it in a way that is more accessible for you. The goal here is to locate your files quickly, so ensure to do it with a personal touch.
Back up regularly
When it comes to file management, making backups are necessary. You can’t tell when malware invades your computer and corrupts your file. It’s a great way to restore your files if you accidentally delete them from your archive. You may do backups online and offline. For example, you can invest in buying a hard drive or online storage. Remember to sync them up regularly as well to prevent confusion.
Ensure file accessibility
Let’s talk about how our technology advances every few years. Think of what happens when you can’t open file types of today in the future due to software version differences. What if you can’t open your files in the near future? To ensure file safety, it’s best to render your files for the suitable file type for long-term archiving.
Portable document format archive is another version of PDF, which converts the file to a version where you can open it even after a long time. Unfortunately, it removes the features of font-linking and many others, which is unsuitable for long-term storage. But, it ensures that your file can last long! Find out how you can do this below!
Use PDFBear’s PDF to PDF/A converter
A cursory look on your browser will render countless websites that offer to convert your PDF to PDF/A. Naturally, you want to stay away from unsafe ones, but you also want to find an efficient tool. PDFBear is at the top in this regard. It is a 100% free web-based service popular due to its tight security and quick conversion process. Here’s how you can use the said tool.
- Go to PDFBear.
- Upload your PDF.
- PDFBear will automatically scan and convert your file.
- All you have to do is wait for the generated download link!
- Save and archive!
Takeaway
Having unsorted files all over the place can be a headache, indeed! What makes it worse is when you have a deadline at hand, and you can’t find your file. Just like how you want to keep your room tidy, you could apply the same urge to your files. Managing them and making them organized will undoubtedly make it easier for you.
You can do this by sorting your files with similar file types, naming schemes, nesting folders, making backups, and many more! If you plan to keep and store your file long-term, it’s best to convert them to PDF/A first! You would want to ensure that you can access your file after a long time. Try these file management tips now! You’ll probably thank your “productive self” once you see the difference!