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<h2 style="line-height: 1.5; text-align: left;">With most of a business’ files being in digital format, it’s important to organise files to keep on top of your file saving structure.</h2>
But with most documents now digital, or containing digital copies, your file structure can become a little confused, especially when different users save files in the wrong locations.

Sometimes you need to urgently get something sent to a supplier, or you need to find a tender that your colleague has to add their part to – and all of that neat organisation seems to go out the window.

Obviously, everyone has a preference in how they like to organise files, but today we’re going to look at some ways to make life easier for you.

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<h3 style="text-align: left;">Why should you care about file organisation?</h3>
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<strong>Productivity</strong>

Workers waste valuable time looking for files and trawling their way through masses of folders looking for the file they need; it may not sound like much of a waste of time, but if they search for 10 files a day and take a minute to find a file each time, it all adds up - this could end up taking <em>43 hours</em> of their working hours each year… that’s a full working week! Looks like more of a deal now, doesn’t it…

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<strong>Save on extra storage</strong>

Saving unnecessary files can lead to you taking up too much of your businesses storage. Only save one version of your file, and if your storage provider allows it, make use of versioning. You can utilise your storage, if you’re a big organisation with lots of departments, this can all add up!

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<h3 style="text-align: left;">So, what are our top tips to help you organise files?</h3>
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<h4 style="text-align: left;">1. Limit access</h4>
Only allow staff access to relevant folders - they don’t need to have access to everything. There’s no risk that staff will save files inappropriately, eating up valuable storage space.

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<h4 style="text-align: left;">2. Structure folders logically</h4>
Use simple names with clear language so that in 3 years’ time, you can easily navigate the folders to find the file you need.

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<h4 style="text-align: left;">3. Nest Folders within relevant folders</h4>
Put these sub-folders within your main folders as needed. It can be useful to arrange by year for invoices as an example.

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<h4 style="text-align: left;">4. Follow a file naming convention</h4>
When naming a file, you should think about what it contains so that you know what’s in the file without opening it. Use descriptive and concise names for files (e.g. 2018-05-proposal-company-x.doc.).

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<h4 style="text-align: left;">5. Save files as you go</h4>
Save the file as soon as you’ve created it. It saves the pain point highlighted above and allows you to continue saving your file easily as it is already in the right folder.

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Follow these simple steps and you will have well-organised, easy to find files which are well-structured. However, even a well-structured filing system will eventually become difficult to wade through, especially in larger organisations. So, then what do you do?

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<h4 style="text-align: left;">Followed our advice but still can't manage to keep track of your files?</h4>
We recommend you use software that can easily find your files in seconds . <a href="https://staging.selectec.com/products/foldr/">Foldr</a> allows you to <a href="https://foldr.io/products/foldr-for-files/search">search for your files</a> from one interface, across all of your network and cloud storage, without the need to go through fifteen folders to get to the file. All you need do is type in the file name (or even roughly what the file name is) and it returns results, plus the file’s location.

And for those hiccups where you just can’t remember where the file was saved, or what it was saved as? Search for anything! Even if it was a phrase that you remembered writing in the document, Foldr can search for text within a file. It can even search for text within pictures using OCR technology. We think that’s pretty neat!

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Selectec is Foldr’s <a href="https://staging.selectec.com/foldr_distribution/">global distributor</a>. If you would like to start selling Foldr, we can offer you live web demos, reseller NFRs and make 30 day free trials available to your customers, to support your sales.
<h5 style="color: #6fb610; line-height: 1.5; text-align: left;">If you would like to find out more about how Foldr could help your organisation, or if you would like to try Foldr free for 30 days, <a href="https://staging.selectec.com/contact/">contact us</a>.</h5>