Tips for Organizing Shared Cloud Storage

Cloud storage can be a lifesaver for businesses. It allows you to keep all your files in one place and share them easily with coworkers.

What happens when cloud storage becomes disorganized? What do you do when finding the file you need is nearly impossible?

If this sounds like an issue you face, then you’ve afflicted by disorganized cloud storage. We’re here to help! Follow these steps to organize shared cloud storage.

Use a Naming Convention for All Folders

When people use different naming structures for folders, it becomes difficult for everyone to find what they need. It also results in the creation of duplicate folders.

Use a standardized folder naming convention that everyone adheres to. Draw out the folder hierarchy and how to name each item.

It will be easier to locate files and reduce the risk of duplication if everyone uses the same naming system.

Keep the File Structure Two to Three Folders Deep

When you have too many nested folders, it feels like you’re going down a rabbit hole. When people have to click into multiple folders, it discourages them from saving a file in the correct location.

Limit your file structure to two or three folders deep to avoid this problem. Doing this improves file accessibility and makes your cloud storage more usable.

Encourage Employees to Save Files Correctly

When people save files to a general folder, they can quickly become disorganized. We’re all guilty of saving to a general location and telling ourselves we’ll fix it later. This problem becomes magnified when multiple people share the same cloud storage space, making it difficult for everyone to find things.

Encourage the staff to take the time to save files correctly by spending a few extra seconds navigating to the correct location to save them.

Use Folder Tags to Help in Recognition

You can color-tag folders in many cloud file systems. Using this can instantly identify a folder or group of folders. This speeds up the process of finding and storing files.

Declutter and Archive Regularly

The more files you add to a cloud storage system, the more difficult it is to search for what you need.

Prevent older files from making it difficult to find new ones. Declutter and archive regularly to accomplish this. Once a month, an administrator should delete any unnecessary files.

You should also have an archiving system consolidating all older files into a single archive folder.