As an admin, you have to deal with a lot of files, whether they are digital or physical. You need to keep them organized, accessible, and secure, so you can perform your tasks efficiently and professionally. But how do you organize your files as an admin? Here are some tips to help you create a system that works for you and your organization.
A naming convention is a set of rules or guidelines for naming your files and folders. It helps you to identify, sort, and find your files easily. A good naming convention should be consistent, clear, and relevant. For example, you can use the date, the project name, the document type, and the version number as part of your file names. You can also use separators, such as dashes or underscores, to make your file names more readable. Avoid using spaces, special characters, or vague terms in your file names.
We have multiple business under different company and organizing the files physically and digitally is bit challenging. Since we are small business, we have a common server and all our data are stored in the Server according to the company name and any sensitive data is stored in Hard Disk. All the files in server are easily accessible to different departments according to their need.
A folder structure is a way of organizing your files into different categories or levels. It helps you to group your files by function, topic, or project. A good folder structure should be logical, simple, and scalable. For example, you can create a folder for each department, then subfolders for each team, then subfolders for each project, and so on. You can also use color codes, labels, or icons to differentiate your folders. Avoid creating too many folders, subfolders, or duplicate files.
Being a Real Estate Virtual Admin, I practiced file naming format as well as folder naming format per property and vendor. All files are stored in a cloud storage with limited access to avoid deletion and manipulation of files.
Cloud storage is a service that allows you to store your files online and access them from any device. It helps you to save space, share files, and collaborate with others. A good cloud storage service should be reliable, secure, and compatible with your organization's policies and tools. For example, you can use Google Drive, Dropbox, or OneDrive to store your files in the cloud. You can also use backup tools, such as Time Machine, File History, or Carbonite, to create copies of your files in case of data loss or damage.
A filing policy is a set of rules or procedures for managing your files and folders. It helps you to maintain order, consistency, and quality in your filing system. A good filing policy should be documented, communicated, and enforced. For example, you can create a filing policy that specifies the naming convention, the folder structure, the cloud storage service, the backup frequency, the access rights, and the retention period for your files and folders. You can also train your staff, monitor your filing system, and review your policy regularly.
Purging and archiving are processes of deleting or moving your files and folders that are no longer needed or relevant. They help you to free up space, improve performance, and reduce clutter in your filing system. A good purging and archiving process should be planned, scheduled, and executed. For example, you can purge and archive your files and folders every month, quarter, or year, depending on your needs and preferences. You can also use tools, such as CleanMyMac, CCleaner, or WinDirStat, to identify and remove your unwanted or duplicate files and folders.
I prefer to run Directory Report over WinDirStat. Directory Report has a 64 bit version which can scan millions of files. It is faster than WDS
Shortcuts and tags are features that allow you to create links or labels for your files and folders. They help you to access, organize, and search your files and folders more quickly and easily. A good shortcut and tag system should be useful, meaningful, and manageable. For example, you can use shortcuts and tags to create aliases, bookmarks, or favorites for your frequently used or important files and folders. You can also use keywords, phrases, or symbols to tag your files and folders by category, priority, or status.