We all have our own way of storing digital files. Maybe you use your own computer and the cloud. Or you need to be able to share files with people, so you’re using GoogleDrive or DropBox. Either way, there are certain habits that’ll be helpful to you regardless of where you’re storing your digital information.

Folders are your friends. Don’t just have your documents floating in the digital ether: give them a home. Working with a dozen vendors? Have a “Vendors” folder where you keep their invoices, insurance, W-9s, your work history together, etc. And if you want you can have a folder with each vendor that has those items or you can have an “Insurance” folder that has the liability insurance for each of your vendors. Organizing your files into folders can make them easier for you to find in the long run.

Have naming conventions. A naming convention is a standard way of naming files that lets you know exactly what they are. For example, if you need  copy of all your captains’ credentials, don’t simply name them [Captain Name] when you get them, even if you have them in  “Credentials” folder. A more precise name makes it easier to search when the time comes. [Captain Name] MMC will help you when it’s time to distinguish it from [Captain Name] W-9. 

Know that most things are customizable. For files you want to be able to reference, having a folder be alphabetized likely makes the most sense. But for files you regularly need access to, like  agreement templates or release forms, pinning them to the top of your folders is a great option. And of course, sorting files by recency can save you a whole lot of headache.

Ultimately, your digital filing system should feel intuitive and easy to navigate. Bonus: if you don’t want to do it, I’ll do it for you.

Until next time!

Dom
Admin Consultant
USCG 100 Ton Captain