Taking care of computer files is more complicated than you might expect. Sure, if you are a casual user, then you might not need to consider yourself too much, but what about those who have to manage the work files and data of clients?
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.
The purpose of this article is to give you some ideas on what to focus on so that you do not have to worry about running into 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 there is a virus on the device, corrupting and deleting files.
Whether it is accidentally deleted files mac system creates, client details that 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.
There are multiple examples of file recovery software that should come in handy. Most operating systems also have built-in tools, meaning that you do not need to seek third-party solutions.
Of course, you should not expect to recover every lost file. Some you simply cannot restore due to how they were removed.
To avoid that, you need to take the extra mile of backing up computer files on a regular basis, and that is what the next article section is about.
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.
Some operating systems are not as straightforward if you go with this method. For instance, macOS will require you to combine an external HDD with Time Machine.
The second option is to use cloud storage. Despite needing to pay a monthly or yearly fee to gain extra space on a cloud account, many find it a more convenient option if you were to compare it to physical storage accessories.
Not only can you back up files in a cloud, but you can also access them with a few clicks. For documents, you can even modify them directly in the cloud, which saves time. Not to mention that sharing files with coworkers is basically hassle-free thanks to cloud storage.
Backing up data ensures that you have a copy of files in case something happens to the original. You will rest easy knowing that a safety net is there to pull you out of trouble.
Have File Naming System
Losing track of files is easy if you do not bother naming them properly. 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, to find a file, you are going to use the search feature. But this feature will not be too useful if you do not know what the files are named.
It can take a while to come up with different naming conventions for different files, but it is one of the necessary steps you have to take if you want to be efficient and avoid potential mistakes while managing files on a computer.
Get Rid of Clutter
The data clutter that accumulates over time is another example of an issue that does not really solve itself. You have to keep an eye on clutter and eliminate it regularly.
There are cleanup utility tools that automate and speed up the process but do not count on them entirely.
In some cases, you will need to go through files manually and delete them one by one. The purpose of getting rid of clutter is that you have 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 make sure that 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 bit of advice is pretty straightforward. You want to 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.