The average person today has to manage and work with a large volume of digital files. If you find yourself uncertain of how to best store these files, you’re not alone. With that in mind, here are five quick tips from the digital-file storage experts at Paper Escape:
- Create a filing system.
Anyone who works with a substantial volume of digital files needs to have a filing system in place. This system will determine how you decide where a specific file will be stored. Your filing system should take into account a variety of variables, such as the date when the file was created, what the file pertains to and any other specifics that could help you find that file again at a future time.
- Develop a naming and tagging system for photos.
The way that you name and tag your photos will determine how easy it is to find them again in the future. Meta tags allow you to identify the photo based on what it portrays, and this makes it easier to search for that photo in the future. You can apply several tags to the same photo, conveying information about, for example, who’s in the photo, what they’re doing and where they were when the photo was taken. Here’s a more detailed guide that explains how to make the most of digital photo tags.
- Send bulk documents to a document storage provider.
This is one of our areas of specialisation. You can forward bulk batches of documents to us for secure physical storage. Then, if you need a particular file retrieved, scanned and forwarded to you in digital format, our team can take care of that for you. Scan-on-demand is a life saver when you’re not yet ready to import entire batches of documents.
- Delete digital files that you don’t need.
For some people, it can be difficult to delete any files and photos if you don’t absolutely have to. Known as ‘digital hoarding’ or ‘e-hoarding’, this compulsion quickly leads to massive digital clutter. But even if you’re not taking it to this level, it’s still a good idea to think twice about whether you really need (or want) to keep a file. Here are some steps to take when sorting files and trying to decide which to keep and which to delete:
- Ask yourself why you have the file in the first place. Will it serve a purpose in the future? Does it hold real sentimental value?
- Consider when the last time was that you used or accessed the file, and ask yourself when you’ll realistically need to use or access it again.
- Resist the urge to hang on to a file if you can’t realistically imagine a situation in which you’ll need to use it again.
- Take advantage of bulk document-scanning services.
If you know that you’ll need ongoing access to a large batch of physical files in the future, the easiest way to manage this is by forwarding the entire batch to Paper Escape for bulk document-scanning. This ensures that you can easily search and sift through the entire batch of files with ease.
Contact us today for more specific advice on