Digital File Management Tips Any Business Can Follow

By  //  April 28, 2021

The key to being efficient is being highly organized. Regardless of the type of business you operate, you will be creating and handling various documents on a regular basis.

To ensure you can access any file when required, it is crucial you implement a highly organized file management system. Here are five tips you can follow to ensure your digital file management system is as usable and efficient as possible.

Save Files in Appropriate Formats

For some types of documents, you could consider sorting by file type. But even if you do not use that system, it can be helpful to have files in certain formats. For instance, if you generally create documents in Word, you may go ahead and save the file as a Word document.

But if you do not need to edit the document again and it is to be shared with colleagues or clients, and you do not want them confusing matters by having access to edit and comment, it is a good idea to convert the relevant documents into PDF format. It only takes a few seconds to convert a Word document into a PDF by using an online converter. On other occasions, you may want to convert a PDF document into a Word file. Again, it only takes moments to complete PDF to Word conversions when you use online platforms like

PDF is very appropriate format to export your emails and to save emails as pdf. PDFs are created to include interactive elements in documents. This means that if you have links that direct to important company materials or documents, you can include them in the email and convert everything to a PDF format for convenient access. Moreover, unlike Word documents, PDFs offer stronger encryption to ensure the security of personal and confidential information. By locking the file, you can restrict access to authorized individuals only, thus enhancing the security of the emails.

Name Files Relevantly and Consistently

If you do not name your files systematically and consistently, it will be challenging to find the files when you need to access them. So, ensure you use relevant names for each file in a consistent manner. For example, if you create a file for a new product marketing strategy, name the file as the project’s name. To make it even easier to find the file when you need it, add a number or a date. Also, if you create multiple files for the same product marketing strategy, ensure each one is named accordingly.

 Create Relevant Folders 

To make it even easier to find documents, create folders that contain relevant files. For instance, you could have a folder for invoices, current projects, past projects, client lists, marketing strategies, and so on. However, you should not overcomplicate your folder system. It can often be helpful to include subfolders within your folders. The key thing is to not simply store all of your folders in one document directory. Make sure your folders are organized in a way that suits you best. You could organize them by name or date. Alternatively, you could order them according to how frequently you access the folders.

Put Files in the Right Place as Soon as You Create Them

Whenever you create a new file, make sure you name it correctly straight away and also place it in the right folder immediately. If you think you can get around to doing such things later on, you will soon regret your decision, because your current files will soon mount up and it will take much longer to spend time putting them in the relevant folders. So, get into a habit of placing files in the right folder as soon as you create them.

Use Intelligent Shortcuts

When you use files or folders like invoices or payroll spreadsheets regularly, it is a good idea to make a shortcut for those specific files or folders. By having a shortcut on your desktop for the files and folders you use the most, you can immediately access them with one simple click, thus saving you valuable time and increasing your efficiency.