Storing Data Online: How to Organize Files and Folders

In the digital age we live in, storing our files online has become a crucial necessity. Whether it’s a small business trying to keep track of their invoices or a freelancer managing client projects, having an organized system for storing files and folders is essential. And with the increasing importance of data security and privacy, knowing where and how to store this data becomes even more crucial.

Let’s start with the basics: file and folder naming conventions. Adopting clear and descriptive naming conventions for files not only helps quickly identify their contents without having to open them but also facilitates search and automated archiving. Imagine trying to find a specific invoice in a mountain of files named vaguely like “Document1.pdf” or “Note.txt”. Instead, names like “20230115-invoice-office-supplies-Rossi.pdf” or “20230505-contract-equipment-suppliers-Bianchi.docx” provide immediate context on what they contain, making it much easier to locate the desired file.

But how do we organize these files? Choosing between organizing files by client or by year is not straightforward and may depend on the nature of your work or your personal preferences. Organizing files by client can simplify managing documents related to a particular individual or company, but it might complicate cross-referencing when trying to get an overview of activities within a specific period. On the other hand, organizing by year can make it easier to review documents based on when they were created or modified, but it might make it more challenging to quickly gather all documents related to a single client.

A solution could be adopting a hybrid approach, with main folders organized by year and subfolders dedicated to each client within these. This system combines the benefits of both approaches, allowing for easy navigation whether you’re looking to review all projects for a specific client or analyze yearly trends.

When it comes to choosing where to store our files online, traditional centralized cloud storage services offer convenience and ease of use but may present risks related to security and privacy. This is where the option of decentralized cloud storage comes into play. A platform like Certiblok offers a resilient alternative to single points of failure, distributing data across a network of nodes operated by users worldwide. This not only increases data security but also ensures greater resilience and availability since there’s no single point of failure that could compromise access to the data.

Adopting a well-thought-out data storage system and implementing an effective file organization strategy may seem like a daunting task, but the long-term benefits are invaluable. By reducing the time spent searching for documents and ensuring sensitive data is stored securely, you can focus on what truly matters: growing your business or advancing your projects without being hindered by a disorganized archive.

Giacomo Beriotto
Social Media Manager Certiblok

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