TL;DR
Kathi helped an insurance agency whose shared computer had no filing system, so files were misfiled and hard to find. Before moving everything to a paid shared drive, her team archived the files that didn’t need to move and set up one clear sorting system that every user is taught, so files stay organized and easy to find.
Situation: This computer was being used by many people at an insurance agency, and there was no defined organization system for the files and folders. Therefore, files were misfiled, hard to find, and there was no clear place to save new files.
Challenge: These files were to be moved to a shared storage drive. The client needed the files to be organized before being transferred to the storage drive, and because they are paying for the amount of diskspace being used, unnecessary files needed to be sorted and archived.
Solution: We developed an archival system to sort out the files that did not need to be transferred to the shared drive. A system for sorting the relevant files was also created and will be explained to each user. Files will remain organized and easy to find.
Keep reading
- Declutter And Organize Your Digital ClutterFolders, file names, email filters and backups for your digital files.
- Tips For Getting Your InBox Amazingly OrganizedWhy your inbox makes a poor to-do list, and what to use instead.
Frequently asked questions
How do you organize files on a shared office computer?
+
Start by defining one organization system for files and folders that everyone uses. Without it, files get misfiled, are hard to find and have no clear place to be saved. Kathi’s team created a sorting system and explained it to each user.
Should I clean up files before moving them to a shared drive?
+
Yes. If you pay for storage by the amount of space you use, sort and archive unnecessary files first. Kathi’s team built an archival system so files that did not need to move stayed off the shared drive.
How do you keep shared files organized long term?
+
Make sure every person who uses the files learns the system. When each user knows where new files belong and how folders are sorted, files stay organized and easy to find.
