Strategies for Organizing Files and Streamlining IT Systems

The start of a new year is a perfect time to declutter your digital workspace. Just like organizing your physical desk can boost productivity, tidying up your digital environment can improve efficiency, reduce frustration, and enhance security.

Whether you’re dealing with overflowing folders, disorganized cloud storage, or collaboration tool chaos, these tips—combined with built-in tools in platforms like Microsoft SharePoint and Google Drive—will help you streamline your digital systems for a more productive year.

Step 1: Conduct a Digital Declutter Manual Audit

Before automating your cleanup, take stock of your current digital landscape.

• Assess File Storage: Review local drives, shared servers, and cloud platforms like Google Drive or Microsoft SharePoint.
• Identify Redundancies: Look for duplicate files, outdated documents, and unnecessary downloads.
• List Problem Areas: Note which folders or tools feel most disorganized so you can prioritize them.

Step 2: Clean Up Old Files

Files can accumulate quickly, creating clutter and making it hard to find what you need.

Tips for cleaning up files:

• Purge the unnecessary: To state the obvious, begin by deleting files you no longer need, like outdated reports or old drafts.
• Sort by date: Use “sort by date” to find old files that may be ready for archiving or deletion.
• Consolidate versions: Keep only the latest version of a file unless earlier versions are necessary for compliance or record keeping.

See also: Maximize Your Setting to Get the Most Out of Office 365.

Automated Tools to Help

Sharepoint and Google Drive also have a few tools that can help with this task:

SharePoint’s Version History
Version history in Sharepoint is convenient and keeps all versions of a file in one place. But this convenience can also lead to a bloated drive if not kept in check.

Delete the versions you no longer need by:

1. Right-clicking a document.
2. Select Version History.
3. Delete or restore older versions to clear up space.

See also: Delete a previous version of an item or file in SharePoint – Microsoft Support

Google Drive’s Advanced Search and Filters

Google Drive’s advanced search feature can help you quickly locate and declutter files. It allows you to filter files based on criteria like owner, file type, or last modified date.

How to use:

1. Click on the search bar and use the filter icon for advanced options.
2. Filter files by “Owned by me,” “Shared with me,” or “Type” (e.g., PDF, Google Docs) or by Size.
3. Delete or move files based on the results.

See also: Search & find a file in Google Drive

Step 3: Optimize Folder Structures

A logical folder structure saves time and also increases efficiency.

Organizing Your Folders

• Create Top-Level Categories: Examples include “Projects,” “Clients,” or “Internal Documents.”
• Use Descriptive Subfolders: For instance, under “Projects,” have subfolders for individual projects labeled with clear, consistent names (e.g., “ProjectName_2024”).
• Standardize Naming Conventions: Adopt a consistent format for file names, such as YYYY-MM-DD_Project_Client.

Automated Tools to Help

Google Drive’s Starred Files

Highlight frequently used files and ‘add to starred’ for easy access.

How to Use:

1. Right-click a file or folder.
2. Select Organize → Add to Starred.
3. Access all starred items by clicking on Starred from the left-hand menu.

SharePoint’s Custom Views

Allows you to filter and sort files by metadata like ‘project’ or ‘status’.

How to use:

1. Add columns for metadata (e.g., “Project Name”).
2. Save views for different contexts.

See also: Create a custom view of a document library – Microsoft Support

Step 4: Manage Cloud Storage and Collaboration Tools

Cloud platforms like Google Drive and SharePoint can easily become cluttered if you don’t regularly review its organization.

How to maximize your cloud storage:

• Regularly review and update sharing permissions to prevent unauthorized access.
• Create separate folders for personal and team files to avoid overlap.
• Use storage insights to identify large or unused files for removal.

Automated Tools to Help

Google Drive’s Storage Insights

Helps identify large files taking up space. Also provides access to an app that identifies large files you may want to delete.

How to Use:

Click on “Storage” from the sidebar, then sort files by size or use the Storage manager to identify large files to delete.

Step 5: Archive and Backup Data

Archived files should be separate from your daily workspace but easy to retrieve when needed.

How to Archive Effectively:

• Select a Secure Location: Use dedicated archive folders on a cloud platform or external storage device.
• Compress Large Files: Use tools like WinRAR or built-in compression tools to save space.
• Set Retention Policies: Define how long archived files should be kept based on legal or business requirements.
  
  Contact Horn IT for help setting up retention policies that work for you.

Automated Tools to Help

SharePoint’s Power Automate Integration
Automates file movement to archive folders based on rules.

How to use:

Set up workflows in Power Automate to automatically move older files to designated archive folders based on custom criteria.

See also: Use SharePoint and Power Automate to build workflows

Google Drive’s Advanced Search Filters
Quickly locate files to archive based on age or usage with advanced search options.

How to use

For example you can enter an advanced Search option into the search field in quotes like: “createdbefore:2022-05-02” or “createdafter:2022-05-01” to identify documents for archiving.

For a complete list of the Advanced Search Options you can use, see: Advanced Search Options in Google Drive

Step 6: Implement Ongoing Maintenance

Once your digital workspace is organized, establish a regular routine to keep it that way.

Weekly Tasks:

• Clear temporary files and downloads.
• Review new files and assign them to proper folders.

Monthly Tasks:

• Audit cloud storage for unused or irrelevant files.
• Check shared file permissions and revoke unnecessary access.

Quarterly Tasks:

• Review the folder structure for improvements.
• Archive older projects to make room for new ones.

Conclusion: Declutter with Confidence

Taking the time to declutter and organize your digital workspace yields significant benefits:

• Increased Productivity: Spend less time searching for files and more time focusing on meaningful tasks.
• Improved Collaboration: Well-organized files foster smoother teamwork and communication.
• Enhanced Security: Properly managed files reduce the risk of data breaches and compliance violations.

By leveraging practical tips and built-in tools like SharePoint’s Version History and Google Drive’s storage manager, and advanced search and filter options, you can simplify your digital housekeeping and maintain an organized system all year long.

Horn IT Solutions for Seamless Business Operations

From hassle-free integration to proactive monitoring and support, our experts can ensure the efficiency and security of your digital ecosystem. Discover a world where IT operations goes beyond maintenance and becomes a strategic driver for your business success.

Contact Horn IT Solutions for the support you deserve.