The importance of data cannot be overemphasized. We need to have the right data at the right time, at the right place to make informed decisions. We therefore need to manage the data and information that we have well and in a structured way, hence arrange files and folders in the most efficient and effective way.
The more we continue using computers, the more data is generated. Some questions like what to archive will arise. Archiving is storing data in a secondary location for future reference. The archived data should be accessible when needed. The decision to know what to have readily in our computers and what to archive should be made by you. You may however need to consult an expert in the area of the data you are handling to make that decision.
When you are handling files, it is good to organize them as you work with them. This may be when creating, updating, editing or duplicating the files. Create time to finish organizing them, otherwise you may spend more time figuring out where each of the file should be. You will also not have to browse through the information again, you may do this haphazardly and end up with the wrong file. It will also make you more organized in your time management and in keeping your house in order.
Do not create duplicate files with the same or very similar content. Unless it is a back up, this will make you have unnecessary files that you may not need. You will have control of the files by not necessarily depending on synchronization of files, especially while you are not updating your work remotely. Otherwise you may require to use synchronization features and cloud sharing tools to work on the same files at the same location. We will cover this extensively in another article.
Name your files and folders according to their content. Give them a relevant name that depicts what they are about. Implement a tree structure. You could have a folder name for a company, then subfolders for different sections. You can also create subfolders for each section. Each of the directories may contain files, according to the classification and content. This includes even the parent directory.
Remember to create a back up for all your work, because data is quite expensive. There are different media for storing backup. You may have a USB drive, external hard disk, or even remote backup. Remember to update your back up regularly, otherwise it won't be effective and up to date Take care of your data too. Prevent any unauthorized access to your information. This involves physical security, passwords access and general care while handling files. Data security is important, maintain integrity to ensure that only the right people get access to it.
Doktu Dee is the author of this article. He is well informed in http://ictsolutionshub.com. He has a lot of experience in ICT training, ERP development both at the student and corporate level. He is a practicing ICT consultant for 12 years. He has been involved in ERP development, systems support and networking. He is also an inbound internet marketer, he has developed, updated and maintained three SEO'd websites.
The more we continue using computers, the more data is generated. Some questions like what to archive will arise. Archiving is storing data in a secondary location for future reference. The archived data should be accessible when needed. The decision to know what to have readily in our computers and what to archive should be made by you. You may however need to consult an expert in the area of the data you are handling to make that decision.
When you are handling files, it is good to organize them as you work with them. This may be when creating, updating, editing or duplicating the files. Create time to finish organizing them, otherwise you may spend more time figuring out where each of the file should be. You will also not have to browse through the information again, you may do this haphazardly and end up with the wrong file. It will also make you more organized in your time management and in keeping your house in order.
Do not create duplicate files with the same or very similar content. Unless it is a back up, this will make you have unnecessary files that you may not need. You will have control of the files by not necessarily depending on synchronization of files, especially while you are not updating your work remotely. Otherwise you may require to use synchronization features and cloud sharing tools to work on the same files at the same location. We will cover this extensively in another article.
Name your files and folders according to their content. Give them a relevant name that depicts what they are about. Implement a tree structure. You could have a folder name for a company, then subfolders for different sections. You can also create subfolders for each section. Each of the directories may contain files, according to the classification and content. This includes even the parent directory.
Remember to create a back up for all your work, because data is quite expensive. There are different media for storing backup. You may have a USB drive, external hard disk, or even remote backup. Remember to update your back up regularly, otherwise it won't be effective and up to date Take care of your data too. Prevent any unauthorized access to your information. This involves physical security, passwords access and general care while handling files. Data security is important, maintain integrity to ensure that only the right people get access to it.
Doktu Dee is the author of this article. He is well informed in http://ictsolutionshub.com. He has a lot of experience in ICT training, ERP development both at the student and corporate level. He is a practicing ICT consultant for 12 years. He has been involved in ERP development, systems support and networking. He is also an inbound internet marketer, he has developed, updated and maintained three SEO'd websites.
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