This article explains how to better organize and manage your files stored on a computer using a suitable folder structure.
Steps
Part 1 of 3: Initial Steps
Step 1. Understand the terminology behind an electronic document filing system
There are three terms you need to learn and master before you can create your electronic archive:
- File: represents every single element that will be kept in the archive, for example an image or a text document.
- Folder: This is the container where files and other folders will be stored.
- Subfolder: Simply represents a folder stored within a parent folder.
Step 2. Determine the type of file you want to manage through your electronic archive
Each computer is already equipped with a program that manages all the contents of a computer within folders and subfolders ("File Explorer" on Windows and "Finder" on Mac) which is normally called "file manager". For this reason, your archive should be dedicated to the organization and management of all the personal files that you normally use, that is, all those elements that you want to keep separate from the operating system data and from the programs installed on your computer.
Remember that trying to move your computer's default folders into your electronic archive will cause your system (or a specific program) to become deadlocked
Step 3. Choose where to create the structure of your electronic archive
The simplest place to create your archive is the computer desktop, as it is the easiest and fastest point to reach in the entire system, so it will be easier to access your data than to create it in another folder on your hard drive.
If you want to create your personal archive inside a predefined folder of the operating system (for example the "Documents" folder), remember that before you can consult the data in the archive you will have to open the documents folder each time
Step 4. Do not use your document archive for program installation
In Windows almost all programs give you the option to choose the installation folder. Unless you are using a "portable" program, ie that does not need to be installed on your computer in order to be run and used, always use the default folder from the installation procedure to install the programs on your computer.
- In some cases, not using the correct installation path can cause the program to malfunction in the future.
- On Macs, it is not possible to select a custom installation path other than the default.
Part 2 of 3: Creating the Structure of the Electronic Filing System
Step 1. Learn how to create a new folder on your computer
You can create and name a new empty folder on both Windows and Mac computers. Follow these instructions:
- Windows: select an empty spot (on the desktop or in the folder where you want to create the archive) with the right mouse button, select the item New one from the context menu that appeared, click on Folder, type the name you want to assign to the folder and press the Enter key.
- Mac: go to the place on your computer where you want to create the new folder, click the menu File, click the option New folder, type the name you want to assign to the folder and press the Enter key.
Step 2. Remember to use intuitive and descriptive names for the folders
Instead of using abbreviations or your own jargon to name your folders, use concise and descriptive names so that the content is immediately clear and evident.
- For example the folder that will contain your documents should be called "Documents" or something similar rather than just "Doc".
- A good general rule is to name the folders in your archive as if it were to be used by a stranger who will have no problem managing and organizing their contents.
Step 3. Go to the folder where you want to create your personal archive structure
If you chose to create it directly on your computer desktop, make sure you are there before continuing.
Windows system users cannot create a new folder under "This PC"
Step 4. Create the root folder
This is the directory where all the folder structure that will make up your electronic archive will be stored. For this reason, choose a name such as "Archive" or "Personal files".
Step 5. Navigate to the parent folder you just created
Double-click the corresponding icon.
Step 6. Create the "Temporary" folder
This is the point where you will store all the files that should not remain on your computer for more than a few days (for example, the documents of a work project you are working on at home).
The "Temporary" folder should always be stored inside the main archive folder, so that it is easy to access
Step 7. Create a folder for each type or category of documents that you will keep in your archive
Imagine these folders match exactly the binders in an office filing cabinet. The procedure to follow in this case varies according to your needs, but such a structure should include the following elements:
- Documents.
- Music.
- Images.
- Video.
- Job.
Step 8. Create subfolders inside each folder you created in the previous step
Access a folder, then create all the subfolders that will be needed to better organize the files belonging to the data category in question.
- For example, within the main "Documents" folder you could create three subfolders named "Word Documents" (or "Text Documents"), "PDF" and "Excel Sheets" (or "Spreadsheets").
- Repeat this step for subfolders as well. Within each of these create other folders.
- Imagine that the subfolders are the individual sections of each binder present in an office filing cabinet (where the main folders represent the individual binders).
Step 9. Move your personal files into the archive
Now that you have created the structure to use to better organize your documents, you can start using it by moving your text files, images, videos and music into it, using the appropriate folder for each type of file. The easiest way to perform this step is to select the files and drag them into the correct folder.
If you are using a Windows computer you can select the files to move, press the key combination Ctrl + X (which copies the selected items and deletes them from their original location), navigate to the destination folder and press the key combination Ctrl + V
Step 10. Create a hidden folder if needed
If you need to hide certain files from prying eyes, you can move them to a hidden folder and disable the display of these types of objects on your computer. This way, computer users won't be able to access your most sensitive and important files.
Remember that some file and folder indexing programs may still be able to view hidden file system objects on your computer as well
Part 3 of 3: Managing the Electronic Archive
Step 1. Back up your entire archive regularly
This is a very important step, as it will ensure that you always have your data available and your computer hard drive will always be organized correctly. The easiest way to back up the archive is to select the root folder and press the key combination Ctrl + C (on Windows) or ⌘ Command + C (on Mac), access an external hard drive or USB stick and paste the copied files by pressing the key combination Ctrl + V (on Windows) or ⌘ Command + V (on Mac). At this point you can rename the main folder of the archive by adding the backup date.
- If you wish, you can keep the backup of your electronic archive on a clouding service, such as Google Drive, iCloud Drive, OneDrive or DropBox.
- Make sure you keep archive backups for at least a year. This way you can be sure that you can recover all your data in case your computer breaks down or you accidentally delete one or more documents.
Step 2. Establish a set of rules for archive management
Its purpose is to keep your files organized, so if you want to be able to take full advantage of using a storage system of this type, you will have to strictly follow the rules you have given yourself to make the most of it. Below you will find a set of guidelines on how to use an electronic archive:
- Never keep files inside a folder where there are other subfolders (they should always be placed in the relevant directory).
- Empty your "Temporary" workbook regularly (at least once a week).
- Avoid deleting documents, receipts, order confirmations or any other files that may be useful in the future.
- Do not keep files that have run out of function or are no longer needed.
- Back up your entire archive at least once a week.
Step 3. Delete all files in the archive that are no longer needed
With the passage of time it is completely normal that some elements contained in the archive are no longer needed because they have exhausted their function or because they have been replaced by a more updated version. You may have a tendency to keep these files with the idea that you don't know what might happen, but it's always best to delete them to free up disk space and keep the archive organized.
- If you back up your archive regularly using an external hard drive or clouding service, clean up files you no longer need after you've backed up.
- Deleting files you no longer need from the archive only after backing up will ensure that you still have a backup copy of them and that you will be able to restore them when you need them again.
Step 4. Remember to save the new files and documents directly in the correct folder of your archive
When you create a new document or download a new file from the web, you usually have the option to choose the destination folder. Although most programs use their own default folder stored somewhere on your computer's hard drive, by pressing the button Browse or by choosing the option Save with name you can select the most suitable folder of your archive in which to store the file under examination based on the type or purpose.
Normally when you have to save a document created with a program (for example a Microsoft Word file) you will have to use the function Save with name. If, on the other hand, you download a file from the web, you can select the destination folder or click the button Browse ….
Step 5. Rename a file so that the contents of a folder appear visually sorted
By default, almost all files that are downloaded from the web adopt a name that has been created according to precise rules. To keep your archive visually organized and in order, you can rename these files using your own rules:
- Windows: select the file in question with the right mouse button, click the item Rename From the context menu that will appear, type the new name that follows your naming rules and press the Enter key.
- Mac: Click the file name with the left mouse button, press the Enter key on your keyboard, type the new name that follows your naming rules and press the Enter key.
Step 6. Get used to using your electronic archive following the rules you have given yourself
As with any aspect of life, learning how to use an electronic archive properly requires practice and perseverance. If you remember to use it every day following the rules you have chosen, storing all your personal files in it in the correct way, keeping it organized and in order, you will always know where a certain document is and you will be much more efficient in carrying out yours. tasks.
