Best Practice to Organize Your Computer Files

Summary

This video offers a comprehensive guide to organizing digital files effectively, a task crucial for enhancing productivity. It introduces three file management systems: chaotic storage, mass dumping, and the hierarchical structure, advocating for the latter as the most efficient. The script provides practical examples for organizing files in work, education, and personal life, emphasizing the importance of a consistent structure and clear labeling. It also addresses the technical limitations of file paths and the benefits of cloud storage, like Microsoft OneDrive, for secure file synchronization.

Takeaways

• 😀 The video is about organizing digital files effectively to enhance productivity and reduce time spent searching for documents.
• 🏢 It introduces three major file management systems: chaotic storage, mass dumping, and hierarchical structures, with a focus on the hierarchical system as the most effective.
• 🌟 The hierarchical structure is likened to a tree with multiple levels, allowing for a clear organization of files into broader and more specific categories.
• 📁 The script provides practical examples of how to organize files at work, university, and in personal life using the hierarchical system.
• 🔢 It emphasizes the importance of using a consistent numbering system for folders to maintain order and ease of access.
• 📝 The video suggests labeling documents with clear names and dates to facilitate easy identification and retrieval.
• 📚 For work, the script outlines a structure that includes overarching folders like admin, projects, and domains, with subfolders organized by project and document type.
• 🎓 In the context of university, the script recommends organizing files by degree, semester, and course, with further subdivisions for scripts, papers, and group work.
• 🏡 For personal life, the script suggests categories like finances, insurance, housing, and hobbies, with subfolders for specific contracts or documents.
• 💡 It highlights a crucial tip regarding the 255-character limit for file paths in Windows, advising to keep folder and file names concise.
• ☁️ The script mentions the benefits of using cloud storage like OneDrive for file synchronization and backup, ensuring data safety and accessibility.
• 👍 The video concludes by encouraging viewers to like, subscribe, and explore other content on becoming more detail-oriented and effective note-taking.

Q & A

What is the main topic of the video?

The main topic of the video is how to properly organize digital files on a computer.

What are the three major types of file management systems mentioned in the video?

The three major types of file management systems mentioned are chaotic storage, mass dumping, and hierarchical structures.

Why is the hierarchical structure considered the most effective file management system?

The hierarchical structure is considered the most effective because it resembles a multi-level hierarchy, making it easier to categorize and locate files efficiently.

What is the purpose of organizing files in a hierarchical structure?

Organizing files in a hierarchical structure helps to increase productivity and organization, and limits the time spent searching for documents by ensuring everything has its place and can be accessed when required.

How should files be labeled for easy identification and retrieval?

Files should be labeled with a clear and descriptive name, along with the date of the document, using a format like 'YYYYMMDD_ProjectName_MeetingTitle', and including version numbers or status indicators like 'v01' or 'vF' for final versions.

What is the recommended way to number folders in a hierarchical structure?

The recommended way to number folders is by using an ascending two-digit number system, such as 01, 02, 03, etc., to ensure proper ordering and easy navigation.

Why is it important to keep a consistent structure for project folders?

Keeping a consistent structure for project folders makes it easier to find documents even after a long time and helps maintain organization across different projects.

What is the maximum file path length in Windows?

In Windows, there is a maximum file path length of 255 characters, which includes the entire file path as seen in the file explorer.

How does the video suggest organizing files for work, university, or school?

The video suggests using a hierarchical structure with overarching folders for admin, projects, and topics or domains for work, and for university or school, using the degree as the overarching folder with subfolders for semesters and courses.

What is the video's recommendation for private life file organization?

For private life, the video recommends having overarching categories like finances, insurance, housing, contracts, vacation, hobbies, and self-development, with subfolders for each specific contract or category.

How does the video suggest utilizing cloud storage for file management?

The video suggests using cloud storage like Microsoft OneDrive to synchronize files with cloud space, ensuring safe storage and availability even in case of hardware problems.

Outlines

00:00

🗂️ Digital File Organization Basics

The video introduces the concept of digital file organization, highlighting the vast number of files most people possess and the importance of a structured system to manage them. It outlines three primary file management systems: chaotic storage, mass dumping, and hierarchical structures. The speaker emphasizes the benefits of an organized system, such as increased productivity and reduced time spent searching for documents. The hierarchical structure is introduced as the most popular and effective method, with a multi-level system resembling a tree. The audience is encouraged to reflect on their current file management practices and share their experiences.

05:02

📚 Practical Hierarchical File Management

This paragraph delves into the practical application of hierarchical file management, providing examples for organizing files at work, university, and in personal life. It details a structured approach to folder organization, starting with overarching categories and then breaking down into subtopics with clear numbering systems. The importance of proper document labeling, including clear names and dates, is stressed to facilitate easy retrieval. Specific examples include organizing work projects with a consistent structure, managing university coursework by degree and semester, and personal file management with categories like finances and insurance. The video also addresses technical considerations, such as the 255-character limit for file paths in Windows, and the use of cloud storage for backup and synchronization.

Keywords

💡Digital Files

Digital files refer to any type of document, image, video, or data that is stored and managed electronically on a computer or other digital storage devices. In the context of the video, digital files are the primary subject, emphasizing the importance of organizing these files to enhance productivity and reduce time spent searching for documents. The script mentions the vast number of digital files people own, highlighting the need for effective organization.

💡Productivity

Productivity is the efficiency of an individual or system in converting inputs into outputs or achieving goals. The video script discusses how organizing digital files can significantly increase productivity by making it easier to locate and access necessary documents when needed. It implies that a well-organized file system can lead to more efficient work processes and better use of time.

💡File Management Systems

File management systems are methods or strategies used to organize, store, and retrieve digital files. The script outlines three major types: chaotic storage, mass dumping, and hierarchical structures. These systems are crucial for maintaining an organized digital workspace and are central to the video's theme of improving organization and efficiency.

💡Hierarchical Structure

A hierarchical structure, also known as a tree structure, is an organization method that arranges items in a multi-level system, similar to the branches of a tree. The video emphasizes this as the most effective file management system, where files are categorized into different levels of folders based on their relevance and specificity. It provides examples of how to implement such a structure in various contexts like work, school, and personal life.

💡Chaotic Storage

Chaotic storage is a file management system where items are stored randomly without a specific order or structure. The script describes it as a system used in logistics, like Amazon's warehouses, where items are stored as space becomes available. However, it notes that this method may not be suitable for personal digital file organization due to its lack of order.

💡Mass Dumping

Mass dumping refers to the practice of storing all files in one location without creating a structured system of folders. The video script compares this to the email inbox approach of some people who do not categorize their emails into folders. While it mentions that this method works for some, it is generally not as effective as a hierarchical structure for most users.

💡Folder Structure

Folder structure is the arrangement of directories and subdirectories that organize files within a computer system. The script provides practical examples of how to create and use a folder structure, such as using numbered folders to maintain order and consistency. This concept is integral to the video's message on organizing digital files for better efficiency.

💡Labeling

Labeling in the context of the video refers to the practice of naming files and folders in a clear and descriptive manner. The script stresses the importance of proper labeling for easy identification and retrieval of documents. It provides examples of how to label meeting presentations with dates and project names to facilitate quick access.

💡Versioning

Versioning is the process of keeping track of different stages or iterations of a document or file. The video script mentions using suffixes like 'v01', 'v02', etc., to denote versions of a document created on the same day, and 'vF' for final versions or 'vS' for documents sent to clients. This practice helps in managing and identifying the most current or relevant version of a file.

💡OneDrive

OneDrive is a cloud storage service from Microsoft that allows users to store files and synchronize them across devices. The script mentions OneDrive as part of the Microsoft Office 365 package, which the speaker uses for cloud storage and synchronization of files. It highlights the benefits of using cloud storage for safety and accessibility of files.

💡File Path

A file path is the address that specifies the location of a file within a directory structure. The video script warns about the maximum file path length of 255 characters in Windows, emphasizing the need for concise folder and file names to avoid exceeding this limit. This is an important consideration when organizing files to ensure that they can be properly labeled and accessed.

Highlights

The video aims to teach proper digital file organization on computers, which can be a crucial productivity booster.

The speaker introduces the concept of organizing digital files, which can number in the thousands, hundreds of thousands, or even millions.

Three major types of file management systems are discussed: chaotic storage, mass dumping, and hierarchical structures.

Chaotic storage is likened to a logistics system where items are stored randomly, which may not be ideal for personal file organization.

Mass dumping is a method where all documents or files are stored in one place without further categorization.

Hierarchical structures are introduced as the most effective file management system, resembling a tree with multiple levels.

The speaker encourages viewers to consider which file management system they currently use and to share in the comments.

A practical example of a hierarchical structure at work is given, including overarching folders and subtopics.

Proper folder numbering is recommended to maintain an organized structure and avoid random movement based on file creation or modification dates.

For projects, a suggested structure includes folders for admin, input data, analyzes, meeting documents, and final reports.

Proper document labeling is emphasized, including clear names and the date of the document for easy retrieval.

An example of a university file management system is provided, with folders for degrees, semesters, courses, and materials.

In private life, a similar hierarchical structure is suggested, with categories for finances, insurance, housing, and hobbies.

The importance of short and concise folder and file names is highlighted due to Windows' 255-character file path limit.

The speaker shares their personal preference for using OneDrive for cloud storage and synchronization of files.

A call to action is made for viewers to like the video, subscribe to the channel, and check out related content.

Transcripts

In this video, I will show

you how to properly organize probably the most common thing you own.

Well, what could that possibly be?

I'm not talking about money, nor is it your clothes or anything like that.

It's simply your digital files on your computer, of which you own

at least thousands or even hundreds of thousands or millions.

So in this video,

I will not only share the best structure to organize digital files and photos,

but also very practical examples how to best organize

your files at work, universtiy or school and within your private life.

Following these tips will help you

to increase your productivity and organization tremendously,

as well as to limit the time searching for documents because, you know,

everything has its place and can be pulled up whenever required.

Maybe you're not yet fully aware of the amount of data and files you own nowadays.

So just check the number of pictures on your phone real quick

and maybe even the number of files

or folders on your computer, and you'll realize that you own a ton!

A ton of pictures, videos, documents and any other files or folders.

To organize all of the files, overall, there are three major types of file

management systems: chaotic storage, mass dumping and hierarchy structures.

And if you stay until the very end, you will not only know

what the best practices in digital file managements are,

but also which crucial aspect you should consider

when organizing your files to avoid getting this.

First, as I mentioned,

there is chaotic storage, which is a system from the logistics industry.

So describing that items in a warehouse are always stored whenever there is place.

For example, Amazon also uses this method in its warehouses

and just stores the same item at random across the entire warehouse.

That makes the item faster to pick as part of a bigger basket

when the orders arrive, but only works with multiple items

of the same type, so might be difficult for organizing your files.

Then there's mass dumping, meaning you just have one place where you store

all of your documents or files. And by all, I mean all!

This is similar to the email inbox approach of some people,

where they do not have a folder system, but leave again

all of their emails in their inbox without any further grouping.

Apparently this works for some people.

However, by far, the most widely spread and popular,

most effective file management system is the hierarchical structure.

The hierarchy or tree structure is called like that

because it resembles a multi-level hierarchy,

which might look like the roots or the branches of a tree.

Question to you, if at all, which of these three file

management systems are you currently using?

And please let me know in the comments, because I'm super curious about that.

So let's dig into the most popular and effective method,

the hierarchy structure, where your entire file

system will be based on different hierarchy levels.

First, you have level zero zero with overarching folders

covering broader topics.

Then there's level one, L1, which is the first level

below, including subtopics of levels zero.

Then there's level two, L2, which is another sublevel

with even more granular subtopics of level one and so on.

So in theory, there is no end to a hierarchical structure.

But in practice, it often boils down to three to five sublevels.

So now let's take a closer

look at some practical examples of how a hierarchy structure

can look like at work, university or school, and finally, in private life.

At work, for example, my level zero usually contains

three folders: admin, projects and topics or domains.

And to keep a clean structure, make sure to always number

the folders in a proper way such that they are ordered

based on your preferences and do not just randomly move around,

depending on the date of creation or date of modification.

Therefore, I recommend using an ascending two digit number like 01, 02, 03

and so on. So within our admin folder,

01 on L0, most likely, I would have sub folders like employment

documents, resume, training or learning and development and so on.

Just general folders.

Here again, within each folder, use the same two digit numbers 01, 02

and so on, for all of the sub folders.

Within the second folder, my project folder, on level zero,

I always have a level one structure like this: Project AB

is my project number one, project CD is project two, and project

three, four or five would again be labeled however the project is called.

And within each project subfolder, I recommend a level two structure

that looks like this: There's an admin folder, followed by input data,

then there's a folder for analyzes,

one for meeting documents, and maybe another one for final reports.

By having always the same or at least a very similar structure

for my project folders,

it makes it super easy to find documents even after a very long time.

Let's maybe look at one more level, so within the meetings folder.

Within that folder, for example, you could have a level three subfolder

for each and every meeting you have.

Especially for work and university or school, but sometimes also

in private life, it definitely makes sense to label each document properly.

In practice, that means not only stating an obvious and clear name,

but also equally important, setting the date of the document.

For example, you could label a meeting presentation as follows 20210521_Project

AB_Important meeting, which is year, month, date

underscore, project name, underscore title of the meeting.

And depending on how many changes you make that day or save several

different versions of the document, you can add different suffixes

such as v01, v02, etc., for the version number of the day,

or sometimes something like vF for Final or vS,

symbolizing that this document was sent out, for example, to a client.

Next, let's take a look at an example from school or university.

So when I used to go there, I had a quite straightforward

file management system that I can highly recommend.

Talking about university level zero was my respective degree.

So I had two folders, one for my bachelor's degree in international

business and one for my master's degree in international business

with a major focus on finance.

Level one in both overarching folders included the semesters of the degree.

However, I slightly changed the numbering here,

so I started with an overall admin folder followed by the individual semesters,

so my first, second, third semester, and so on.

And with each semester folder, I would then have level two folders for each

course, and within that, maybe even level three folders

for scripts, term papers, group works or the like.

Finally, let's look at a folder structure that can be used in private life.

And that is actually similar to my own structure,

which works really well, in my opinion. On level zero,

you can have overarching categories, such as a folder for your finances, one

for your insurance, for housing, contracts, vacation,

another one for hobbies, and maybe one for self development and so on.

Obviously, you can mix and match those categories based on your own preference.

For now, let's further take a look at the contracts folder on level one.

You could have sub folders for each and every contract you have,

such as your mobile phone, your gym or your car leasing.

Before you're now starting to organize your files and folders,

there's one tip that you should definitely know: that for Windows

there is a maximum file length of 255 characters.

So the 255 characters are not a maximum for a single file,

but for the entire file path, so the one you can see in the file explorer.

Therefore, make sure to stick to short

and concise folder and file names throughout your file levels.

Otherwise, you might run out of characters

and are not able to label your files and folders anymore.

But don't worry,

you don't miss that point, since Windows will happily remind you with this.

And by the way, as you might have seen, I am a Windows user

and I use Office 365, including all the common office applications.

The best thing, however, is that OneDrive, the cloud

storage of Microsoft is also included in that package.

So this allows you to easily synchronize all your files with your cloud space

or even just fully work on your cloud, which is what I'm doing.

That way, you make sure that all files are safely stored

and still available in case you might encounter any hardware problems.

So you find a link to Microsoft Office 365 in the description below.

If you found these tips in that video are helpful, hit the like button

and don't forget to subscribe to the channel.

Also, check out this video

where I share tips on how to become more detail oriented, or this one,

where you will learn how to take effective notes at work or school.

Thanks for watching and see you next time.