For example, an ad agency could include the client’s industry in file names, along with the project name, so searching is easier.īest for: Organizations where departments are fairly siloed-for example, there’s little interaction across finance, sales, and customer service. Pros: It’s easy to find everything related to a project, including a variety of file types, because it’s all in one place.Ĭons: It can be hard to find related projects unless you include that in the file naming structure. Pros: It’s easy to focus on a specific time period, such as the quarter or fiscal year.Ĭons: It’s harder to find projects based on other categories, such as the type of project.īest for: Organizations with lots of cross-departmental collaboration-for example, a project manager, writer, and graphic designer work together on every project. It can be difficult to remember when you worked on a certain project at a glance.īest for: Organizations with large amounts of files tied to time periods, like a financial services business. It’s easy to find the right folder when the client contacts you.Ĭons: It can be confusing if the client or company changes their name. Pros: Names are less ambiguous than other categories, such as industry or product type. Here’s what that could look like.īest for: Organizations that mainly identify projects by the client’s or organization’s name, such as a marketing or advertising agency. After that, shared drive folder structure best practice is to start with your broadest categories for your main folders, and then get more specific with subfolders. Decide whether it makes sense to organize files by name, date, project, or department. Now you’re ready to start organizing, but how? The best way to organize files on a computer will vary based on your organization and its needs. Organize digital files by name, date, project, or department If you’re not sure whether to keep them, put them in a folder titled Archive. Delete files before you start filing so you don’t waste time organizing them, just to delete them later. But if you have duplicate files or documents you’ll never reference again, delete them. There’s definitely an argument for saving everything just in case, especially tax-related documents. You don’t have to do it all in one sitting, though-break it into chunks so it’s more manageable.
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