Digital File Organization Tips and Tricks

File Organization Tips and Tricks To protect your information follow these suggestions: • Digitize your documentation: -Scan and archive your hardcopy documents using the camera of your phone • Back up: -Use multiple repositories to save your files such as cloud servers and hard discs • Be organized: -Create short, precise and descriptive file names that include necessary details such as:  The date  The name of the project  The source  The collaborators  Author of a publishing -Omit using spaces and special characters in your file naming system since not all file storage services can recognize them -Designate specific places for the files you download based on how you found them or their purpose -Create a new version of a document each time before making significant changes to it -Maintain the same file structure in all of your devices • Share your files safely: -Share your documents in read only mode if you don’t want recipients to make changes -Encrypt and password protect your confidential documents so that only the intended recipient can open them -Add digital signature to mark that you have approved the document as the last reviewer Be organized, back up and password protect your files and cloud servers to safely reach your files when needed.