Do you feel like your digital files are a bit of a mess? Do you struggle to find a file when you need it? Then, you can take a few steps to create a system for digital files. Having a digital file system is possible regardless of which operating system you use on your computer, laptop or smartphone.
Although these steps require an upfront commitment of time, they can act as a time-saving tactic that will keep you organized starting on day one. So let’s dive into each tip for creating a system for your digital files.
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A Digital File System
What is a digital file system? It’s a plan to keep all of your files organized wherever you store them. As we explore strategies for your digital files, consider if your files are stored in the cloud, where they are accessible on multiple devices. Or determine if your files are saved locally to a device like your laptop. Understanding where most of your files are kept will give you a sense of where to start as you create a digital file system.
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Review Current Files
The first step is to review the current files on your primary device or cloud-based storage space. If organizing these seems like a daunting task, you can start your digital file system from scratch after a quick review. Next, you’ll want to look at the types of files and content in your folders and look for patterns and similarities. As you skim through your files, notice if you have lots of presentation files, project outlines, or other categories of content.
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Create Categories
Once you’ve reviewed your current files, it’s time to create categories for your new digital file system. If you notice many similarities between the content you already have, you can create folders for each category. If you are starting a new project, you might anticipate categories you’ll need in the future. Create folders for each category, starting with a small number between seven and ten. Moving forward, any new file you save should fit into one of these categories. You can also carve out time to rearrange your current files into these new folders.
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Determine Naming Conventions
A system of digital files can also include a specific naming convention. For example, you might add the term or semester to the front of the file name if the file is specific to a particular time of year. If you are completing classwork, you could also include an abbreviation for the course name or course number as part of the file name.
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Set Aside Time
Maintaining an organizational system doesn’t happen without a bit of work. You might decide to set aside time on your calendar to check in on your files and make sure everything is in the correct place. For example, create a reminder in your calendar for a 15-minute “appointment” you use to review your files and folders.
If you’ve finally hit your breaking point with a messy collection of digital files on your device, it might be time to create a system. Reviewing the current types of files saved to your device, creating categories of your content, and determining naming conventions are all steps in the right direction. You can set aside time each month to ensure everything is in the right place and your systems are moving smoothly.
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Monica Burns, Ed.D. is a curriculum and educational technology consultant, and founder of ClassTechTips.com. She hosts the Easy EdTech Podcast and is author of Tasks Before Apps: Designing Rigorous Learning in a Tech-Rich Classroom.
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