We have all seen those old comedy gags where a huge pile of stuff falls out when somebody opens a closet door. Do you want your cloud storage to look like that? Granted, it’s not like a box of holiday decorations is going to tumble out of the cloud and hit you in the head, but if simple organizational rules are not implemented for the cloud storage your employees share, it could end up looking like that.
We all add to the tons of stuff in that particular ‘cloud-closet’ every day at work. According to Statista, the percentage of data stored in the cloud by organizations doubled between 2015 and 2022 – from 30% to 60%.
Cloud storage did solve a few difficulties involved in sharing files. Think of a document that several people are working on. Back in the day, co-workers had to email it back and forth and it was not always evident what the most recent version of the document was.
The most recent version of the file is available at a click if you have disciplined cloud storage policies & procedures, As long as people do not save it in the wrong place or copy it to multiple places, this streamlines the ability to work in an organized manner.
Cloud storage can easily fall into disarray with duplicate files and folders strewn about, just like the storage on your desktop computer, making it difficult for users to find what they need. Looking for files might be the most unproductive timewaster in the workplace today.
TechRepublic reports about a study from marketing research firm Wakefield Research and data analysts at Elastic surveyed 1,000 office professionals and the results are stunning. 81% said that they can’t find a document when an urgent need for it arises. It is estimated that 50% of office workers spend more time looking for files than they do actually working.
How do you alleviate this ‘stick in the spokes’ of your productivity? Here are a few tips:
1) Create a standardized procedure for naming files.
It’s all in the name. Let’s say you need to dig up the file on a company called ‘Woodland Hills Gastroenterology Clinic,’ but the person who created the file called it ‘Dr. Smith’ – after the owner. Great. So now you’re spending more time searching for it, and perhaps you don’t know who the owner is, so you have to ask the file creator, but you don’t know who that was – and so on. Calling your IT HelpDesk isn’t going to help, but they may have tips to help you search faster.
Institute a File Naming Convention as part of office policy and demand adherence from all employees – including management. Well-meaning bosses and employees sometimes ‘clean things up’ by consolidating files into one new folder – and then misname it.
What is the standard file naming convention?
A File Naming Convention (FNC) is a framework for naming your files in a way that describes what they contain and how they relate to other files. There will be different rules for different departments.
For example: When dealing with clients, the full and correct business name should be used. This method should also be used for vendors and subcontractors. Inside the main folder can be subfolders for things such as Projects.
Purdue University published a useful guide: ‘Data Management for Undergraduate Researchers’.
2) Keep your file structure a maximum of 2 to 3 folders deep.
You need to save a file somewhere, but it could logically fit in several places. You choose a folder and open it. Inside are a dozen other folders, none of which seem like the storage spot you’re looking for. You open the top one and there are half a dozen folders in there – also not what you’re looking for. Click - more folders click – more folders… click – more folders - and so forth.
Pretty soon, you just save it anywhere and get some coffee (good luck finding that quickly the next time you need it). Simplify things by keep the structure 2 to 3 folders deep and use your standardized File Naming Convention.
3) Only create new folders for 10 or more files.
Clutter occurs when you fill up your cloud storage with dozens and dozens of folders that only contain 2 or 3 files. For clients, vendors and subcontractors, this rule can be waived. Just name miscellaneous files correctly and perhaps appoint a Storage Administrator to direct uncertain users where to save them.
4) Train employees on how to ‘Save it Right’.
A File Naming Convention is nice on paper, but users need to learn how to use it – and it must be drilled into them to adhere to the policy. Training should be periodically repeated – much the same as with ongoing Security Awareness Training which keeps Cybersecurity measures in the front of the users’ minds.
5) Color-code folders by type.
If your cloud file system allows for color coding (many do), you can avoid looking through a mountain of folders by color-coding according to department. For Example: Green for sales; Blue for marketing; Yellow for Human Resources, etc.
6) Archive and Declutter folders regularly.
This works just like your closet at home: keep it lean and tidy. This can be a duty for a Storage Administrator or management. While your IT Services department or Managed IT Services provider can give you helpful tips, do not leave it to your IT support to decide what is or isn’t unimportant data. Set a time frame – monthly is advisable, but no longer than three months, when old files and duplicates should be archived or deleted as necessary. No matter how well organized your storage is, it takes time to go through unnecessary files. This stuff piles up fast.
Frequently Asked Questions
What should you not do when naming a file?
A: Do NOT use generic terms to start a file name. You will end up with rows and rows of files starting with ‘Letter’ or ‘Draft.’ Start with the most unique, applicable wording.
Do NOT create multiple version names for shared files. Consider using a version control system like Git.
Above all, do NOT disregard the procedures in your company’s File Naming Convention.
What is Digital decluttering?
A: It simply means clearing out things you don’t use that take up space, like old apps, folders, and files - regardless of the device – desktop, iPhone tablet, etc. Get rid of all that downloaded information you needed for projects that are completed.
What happens when you archive data?
A: Data archiving takes data that is no longer active, but NOT a target for deletion, and keeps it in a place where it is out of the way for daily work, but can be retrieved at any time.
How do I recover archived files?
A: Simply right-click on the file and select ‘Unarchive.’
How secure is your network?
As a longstanding, reputable member of the Charlotte IT Support community, ITFirm.com offers a FREE, no-risk network and security assessment. We perform a non-intrusive scan that allows us to deliver a comprehensive report of the state of your system and its vulnerabilities that is yours to keep. There are no strings attached, and you are under no obligation to ever use our IT Services.
The two best defenses are next-generation Cybersecurity to protect your data from theft, and a top-notch Managed Services Provider to ensure continued reliability and defenses against newly emerging threats.
We put our 100% Money Back Guarantee in writing, so there is no risk in trying us out. Because we do not require a ‘hard’ contract, our clients can fire us at any time with 30 days’ notice. We have to be good.
Among the Managed IT services we provide:
IT HelpDesk Service
Onsite IT Support
Cybersecurity
Cloud migration and management
Email migration services
Backup and disaster recovery
VoIP phone systems
IT disposition and recycling
Office moves
White label services (IT to IT)
Planning an Office Move?
Contact us today! We have the experience to ensure a seamless transition, from computers and peripherals, to workstations, servers, and VoIP phone systems. After the move, your employees will arrive at the new location to find their IT infrastructure ready and open for business!
For more information on office moves, or to receive your FREE no-risk network and Cybersecurity assessment, just fill out the form on this page or call us at:
704-565-9705
