5 productive ways to keep your files under control

by on August 15th, 2011

We all live in a digital jungle and so does our computing and storage devices. It is very common for a human being to mess with things on his table and his workplace at ease. And this has been the same even in the digital age where we easily mess up the files stored in our PC and try finding for it all over from its memory. So, what is the ultimate solution for keeping track on the files you have stored for accessing it later? Well, I would love to share some effective ways to keep your files under control. Are you ready?

Okay, before we move ahead let us all just give a thought to our hungry brain. Why do we always end up messing with files and documents in our PC? Why don’t we have something like a Computing Etiquette while working over our systems? Why there exist a huge number of duplicate files on every drive? Phew, enough of why’s for the moment. Well, the answer is pretty simple. It just needs a pinch of common sense and a sense of discipline for this to happen on a regular basis. i.e get into the habit of doing something, like washing your hands before a meal, once you get it, its sure we forget to notice it. The same way it’s possible to keep your files under control.

1. Without regret delete the duplicate and unnecessary files.

Yes I mean it. It’s pretty tough for a person to delete a file which he assumes to be important and has not touched it for years. Well I can add more by saying, control your emotions before taking up this job. It’s just like how you clean your room. Pick up an object? Analyze its benefit. If no great benefit and useless, you throw it right? The same holds good with your files. Just delete it without regret. I do agree, practically thinking, it kills a lot of your time, but once done you’ll never end up in that mess again. So go do it before moving onto the next step.

2. Immediate actions to be taken on important files.

Just incase you come across an important file, it’s always better to consider on the option of relocating it or deleting right at the moment than put it under a to-do-list. Yeah, I know you would be thinking, don’t I have a better work to do and better place to be at? But, what do you prefer at the end of the day? If not at one go, I would say just spend a few hours in front of your computer just doing these activities and see that the files are thoroughly examined before taking an action.

3. Few folders trick – Works Wonder

Hope you are done with step #1 and #2 before moving onto read this step. If so, I congratulate you as your cleaning job is almost 70% done. Now, just try keeping minimum number of folders as possible. I know, it’s difficult for you to do so but, lesser the folders and less number of properly named files, its easier to access. As I said, it works wonder and ends up with having folders with too many tags for differentiation. This works just fine unless and until you come up with a situation which needs you to select a folder to put your file in.

4. Using shortcuts and shortcut links instead of duplicate files.

Okay, so here we are in a situation which needs us to have our files at 2 locations. Say, English Songs folder and my favorite’s folder. Computers have made our life very easy even while tackling such issues. Instead of having a duplicate copy of the file at the other location it’s better to use the shortcut feature. This will save a lot of your memory and also clear the confusion of which file has been updated recently. To create a shortcut, right click on the file desired and click on create shortcut link. Then drag the shortcut icon to the desired destination folder.

5. Enable Quick Access to the files you use very often.

This is very important for your files to be accessed at a faster rate. We can pin the important files onto your dock or taskbar. We can also create a folder say, Accessed_Daily and create a shortcut link of all the files inside that folder. Pretty easy, isn’t it? With the rise in technology for online storage, we can also make use of our email and other web storages for storing data. Online storage would mean faster access to data with limited typing on search fields, however we require uninterrupted internet connection to do this.

So here we are with 5 ways to effectively manage and get the files on your computer under control. I assume it takes a great determination to get going with these steps, but this thing is going to sure to leave you happy if followed and practiced regularly. So go rock it.