When it comes to organizing your digital files, there are just so many documents that it can be tough to determine where to start? Keeping your documents organized not only helps you be more efficient, but also can save you time and money. Instead of spending hours searching for a misplaced or misnamed document, well organized digital files can help you locate items quickly and easily. Here at ScanSnap, we are frequently asked the best way to organize digital content. Organization processes are very personal to the individual or the organization but there are some steps we suggest to help you develop your own best process.
1) Utilize a document organizer.
Whether you use ScanSnap Organizer, a 3rd party organizer, or even the organizer that came with your computer, you should take advantage of it and use it to its fullest potential. Create folders and descriptive sub-folders to ensure you know exactly where your document lives. These organizers are intended to help you quickly access your files in the simplest way possible.
2) Immediately store documents into the proper area.
Once you scanned your files, you should immediately store that document into the specific area that you know you will be able to find. Don’t wait for your files to pile up before you file them away. Do it as soon as you receive the digital file. Renaming files into the specific category will ensure that you will not lose them and can retrieve them at any given time.
3) Develop a naming system that works for you and use it consistently.
Whether you choose to name your files by date or by event, pick a naming system that will allow you to easily remember the contents of the document. With a proper naming convention, you will be able to quickly and easily access files that you are searching for. Consistently naming and organizing your files will enable you to spend less time looking for documents and more time focused on your work. Develop a naming system that works for you and use it consistently.
4) Back up your files.
You never know what could happen to your PC or laptop – whether it crashes one day or encounters a virus. Backing up your files is the most important thing that you should do, in case of emergencies. If you own multiple computers, you should allow those documents to live on multiple computers. That way you can access those files from any computer that you please.
5) Take advantage of cloud services with simple to use search functionality like Evernote.
When you’re on-the-go, you will be able to access your files anytime with any device. Talk about the ultimate convenience! Cloud services are a useful tool to have, especially when you are traveling.
6) Use OCR when possible.
OCR (optical character recognition) is a great way to manage all of your digital documents. With the OCR capability, you can choose to make your scanned PDF files instantly searchable, which will allow you to save time by going into the document and searching for specific words. ScanSnap also allows you to convert your scanned documents into editable Excel or Word files. This will allow you to make any additions or changes to the document as you please. Take advantage of OCR.
Now that you have these quick tips, there should be no excuse for ever losing a digital file!
Marketing Communications Specialist
Fujitsu Computer Products of America, Inc.