Managing Work Files

File Storage

Working with various documents requires managing files in different locations, such as on a computer drive, laptop, or Cloud Storage. Knowing where your files are stored helps you find them quickly and easily, reducing problems of file mix-ups and categories, which can lead to issues like missing files or unnecessary duplication of work.

 

Document Categories

Once files are orderly stored, categorizing them into folders or categories makes file retrieval systematic. For example, specific image folders can store only image files, or document categories can have subfolders for easier retrieval, like Project Background, Meeting Summary, Presentation Plan, etc.

 

Effective File Naming

After properly storing and categorizing files, naming them effectively is equally important. Good file naming makes finding files easier for you and your colleagues or anyone involved with the files. The naming can include the project name, clear work topic, and date for easy identification, like Project Name — Work Type — mm/dd/yy. Examples could be:

Project Name — Meeting Summary — 10012021

Project Name — Plan Presentation — 11022021

Project Name — Website Design-Home-Desktop HD — 12032021

Project Name — Wireframe — 01042022

The reason for including the date in mm/dd/yy format is that most SUFFIX projects conclude monthly. We use the month as the primary unit in file naming, followed by the date of the latest update.

 

Reduce Cloud Storage

While orderly storage is necessary, it's also essential to check and manage unnecessary files to avoid a full drive that could slow down the computer or necessitate unnecessary Cloud Storage purchase. Old, duplicate, or redundant files, such as those in the recycle bin, should be regularly cleared.

 

Access and Permission

If you need to transfer or share files with others, setting access boundaries is crucial. Access can be tailored to different levels, like view-only, comment permissions, or editing capabilities for document files. This ensures easy collaboration without affecting the original file and maintains data security.

 

Confidential Document Management

Documents with sensitive or confidential business information, like employment contracts, future condo project data, upcoming ad campaign videos, etc., should be securely stored and accessed only by authorized personnel.

 

SUFFIX's File Management Structure

At SUFFIX, we primarily manage files on Google Drive, allowing everyone easy access and sharing capabilities, whether working in the office or from home. Files are organized by client company/brand name, then subdivided into categories/types like Artwork, Preview, Source, Document, and Presentation, and named by work topic and date for easy searching.

 

This attention to systematic file management enhances work efficiency and reduces unnecessary problems and steps in the workflow.