Managing computer files is more complicated than you might expect. If you are a casual user, you might not need to consider yourself too much, but what about those who have to manage work files and client data?
Small mistakes can snowball out of control, and there is no telling what that might lead to. As a rule of thumb, it is better to be safe than sorry. You should create a file management routine and stick to it.
This article aims to give you some ideas about what to focus on so that you do not have to worry about issues related to digital files on your computer.
Learn to Recover Data
The odds are that you or someone else using the computer might remove data without realizing it. Or maybe a virus on the device is corrupting and deleting files.
Whether it is accidentally deleted files the Mac system creates, client details you received via Slack, a document you downloaded from cloud storage, or another type of data, do not give up on it just because the file was removed.
Multiple examples of file recovery software are available, and most operating systems have built-in tools, so you do not need to seek third-party solutions.
Of course, you should not expect to recover every lost file. Some cannot be restored due to how they were removed.
To avoid that, you need to regularly back up computer files, and the next article section is about this.
Back-Up Data
There are two common ways to back up digital files. The first one is to use an external storage accessory, such as an HDD or a USB flash drive, and copy files from the computer to the accessory.
If you use this method, some operating systems are not as straightforward. For instance, macOS requires combining an external HDD with a Time Machine.
The second option is to use cloud storage. Although you need to pay a monthly or yearly fee to gain extra space on a cloud account, many find it a more convenient option compared to physical storage accessories.
Not only can you back up files in a cloud, but you can also access them with a few clicks. You can even modify documents directly in the cloud, which saves time. Also, sharing files with coworkers is hassle-free, thanks to cloud storage.
Backing up data ensures that you have a copy of files in case the original is damaged. You will rest easy knowing a safety net will pull you out of trouble.
Have a File Naming System
Losing track of files is easy if you do not bother naming them correctly. It is easy to take care of the problem if there are a few files that you need to deal with regularly. However, as the number grows, you will notice that it becomes harder and harder to keep track of everything.
Naturally, you will use the search feature to find a file. But this feature will not be very useful if you do not know what the files are named.
It can take a while to develop different naming conventions for different files, but it is necessary if you want to be efficient and avoid potential mistakes while managing files on a computer.
Get Rid of Clutter
Data clutter that accumulates over time is another example of an issue that does not really solve itself. You have to monitor and eliminate it regularly.
Some cleanup utility tools automate and speed up the process, but do not count on them entirely.
Sometimes, you must go through files manually and delete them individually. Getting rid of clutter means having fewer files to deal with, which translates into an easier time managing data.
In addition, clutter removal also helps with the overall state of the computer’s drive and performance. You want to ensure there is enough free storage on the device, and it is no secret that deleting unnecessary files helps with that.
Use Antivirus Software
The last piece of advice is pretty straightforward. You should rely on antivirus software to scan and detect corrupted files so that you can eliminate the threat before it manifests and causes problems.
Ideally, your antivirus software should run in the background all the time. And on top of that, you ought to run custom disk scans now and then for that extra bit of security.
