In today’s digital world, businesses no longer need to spend countless hours printing, sorting, and archiving paperwork. All of these can be scanned and stored in any available cloud services, where it would not require much physical space and is easier to archive.
Despite the convenience of digital storage, using cloud services can be confusing for some employees, especially when documents are carelessly added without proper organization.
Unorganized cloud storage can lead to problems like possible loss of data, duplication of files, and placing the wrong files in the wrong folder. Here are some tips to keep your cloud organized:
One storage for all
Choosing the best software for your files will be vital in keeping all of it organized. It must be able to accommodate large files and other data. Others who will access the storage should also be able to swiftly look for files, create backups, and do archives.
Sort folders logically
Imagine it as having a filing cabinet on your computer, especially given the diversity of documents that you will have in your storage. It is important to sort them to make finding files according to their purpose easier.
Create folders within folders
Another important detail when it comes to organizing is creating subfolders within the main ones. For instance, a folder for financial reports will eventually need folders sorted according to year, since it will be updated from time to time.
Create specific name conventions
When saving new files, your computer will save them with filenames like “Screenshot.pdf,” “200450.JPEG,” or “contract_fb.docx” in your storage. Instead of using these default names, it would be better to assign descriptive filenames for easy identification and retrieval. Remember: keep it simple. Don’t make the filenames too long or confusing.
Cull and back up files regularly
You will most likely find old files in your cloud storage as time passes by. Eventually, your database will need updating on its content, which will lead to files that will not have much use anymore. Try decluttering old files by either putting them in a separate folder or move them to another storage to free up space.
Organizing your cloud storage can be tedious and time-consuming. Luckily, there’s available storage that can help you organize it like Fujitsu’s ScanSnap Cloud.
ScanSnap Cloud is a feature available on ScanSnap Home, a software designed for ScanSnap scanners that enables you organize your papers in one app. It has unique features that allow users to scan documents without the need for a PC and send it to popular cloud storage. It will also automatically classify scanned data into four categories: documents, receipts, business cards, and photos.
Once your data is stored in the cloud, you don’t have to worry about looking for the files individually since ScanSnap Cloud can automatically extract information found on the scanned documents to create unique filenames.
To learn more about Fujitsu’s ScanSnap iX series scanners, visit www.fujitsu.com/ph/scanners.