Too much paper not only creates clutter but can make it challenging to find what you need. To get rid of these unnecessary concerns while keeping your records safe, cloud storage is a great way to manage your documents. In today’s fast-paced world, when security, flexibility, quality control, disaster recovery, cost-effectiveness, etc. play an integral role in data management, cloud storage offers you ample benefits.
Known for its efficiencies and competitive advantages, cloud computing has been around for about two decades now. However, to enjoy the most out of this technology, you must know the tactics of organizing your cloud storage. Without proper management and organization, cloud computing can quickly become overwhelming and you might find it challenging to keep track of all your important personal records.
This article will discuss a few smart and effective tips to create a hierarchical folder structure to keep your personal and important data organized.
- Learn About your Requirements
Decluttering your space in cloud storage is all about developing a strong file system where you can put everything properly and being able to find it whenever you need. However, creating an effective file system that helps you meet your need is important to define your requirements. So, to begin with, create a list of requirements about your needs, the purpose and how you want to do it. For example, if you want to search and find the personal folders within seconds, just jot down “I want a simplified structure”. Also, be precise if you want to create a tag with certain keywords. You must also decide if you want to organize your folders according to events, projects or dates. This will help you create a hierarchical folder structure that is easy to manage and organize.
- Develop a Folder Naming System
To develop an effective file structure where you can put all the important folders in a synchronised way, consider developing a folder naming system. Name all your personal and important folders using a system that you can recall and remember. To find the folders easily, you can name the folder according to the name of an event, project or date. To make it more simple, you can also make use keyword that is easy to remember. To declutter your cloud space more effectively, you can also make use of the Date_Type_FolderName format. For example, if you want to create a cloud folder for the pictures and videos from your solo trip to California in January 2021, You can name it “2021_January_Solo_Trip_California”. When you are diligent with your older naming system, the data management in your cloud storage becomes easier. Thus, while choosing the folder naming system, be particular with a single type that works for you the best. You need to consistently use this folder naming system to organize and find files, therefore it is important for it to be easy to remember.
- Create Folders
Now that you have decided on the folder naming system, it’s time to create folders to store all our important records into them. Almost all major cloud storage servicing come with a feature of Folder creation for file storage. If you are using Google Drive as your cloud storage system, click on the New button on the upper left corner to create a Folder. You can even right-click in the browser space and select the New Folder option. For the Microsoft OneDrive platform, the process is similar to Google Drive. Now that you know how to create a Folder, start creating different folders for different file types. For important folders, or the ones you use more often, assign value by adding a star to those Folders. Right-click on the folder and select the Add to Starred option to locate them easily on the “Starred” items.
- Start Moving Files
Now that you have created the folders to store your personal records or files, it’s time to move those files to their allocated folders. To make the process fast, select multiple files together by pressing Ctrl or Command while clicking each file. You can also press Shift, click the beginning of a group and then drag it to the end for bulk selection of files.
- Tag Carefully
Tagging your file with proper keywords is a great way to keep track of your files and manage your records effectively. To add a tag to a file, right-click on it and select properties. in Windows, for each file type, there are a few details to add that helps you index your files properly. No matter if it’s a word file or a JPEG file, click onto their Properties dialogue box and look into their Details. For each file, you will find a titled Description that allows you to add descriptions like subject, title, categories, tags and comments. In this section, add keywords and relevant tags that will later help you and your system locate the file easily, even if it is stored in a folder you forgot.
- Create Subfolders
Even after you have created Folders, developed a folder naming system and transferred the file to their assigned Folders, the inside of your folders might seem cluttered and messy. This is where you should consider adding subfolders to keep your records in an organized way. The process of subfolder creation is similar to folder creation in the main section. Once, the subfolders are created, use the same naming system and then move the files accordingly.
Consider following the steps above to improve the organization and management of all your important personal records in cloud storage. Remember, depending on how many years you are using your cloud storage to store your files, decluttering might seem like a stressful task. Thus, always consider organizing your cloud storage from the very beginning to keep track of your important data and records effectively, without creating a mess.
For those who want to start afresh, you can archive all your old files and documents into one big folder and then start this process to ensure all future documents are organized.