Helpful Tips for Organising Your Shared Cloud Storage

Cloud file storage revolutionised the way we handle documents. There’s no more having to email files back and forth and no more wondering which person in the office has the most recent document copy.

Between 2015 and 2022, the percentage of worldwide corporate data stored in the cloud doubled from 30% to 60%. A majority of organisations use cloud storage of some type — services include OneDrive, Google Drive, Dropbox, and others.

But just like the storage on your computer’s hard drive, cloud storage can also get messy. Files get saved in the wrong place, and duplicate folders get created. When employees share the same cloud space, it’s hard to keep things organised, and storage can be challenging to stay efficient.

Disorganised cloud storage systems lead to problems. These issues include having a hard time finding files and spending extra time finding needed documents. An estimated 50% of office workers spend more time looking for files than they do working.

Has your office been suffering from messy cloud storage? Does it seem to get harder and harder to find what you need? Review the tips below. They include several ways to tidy up shared cloud storage spaces and save time.

Use a Universal Folder Naming Structure

One person in an office might name a folder by client name, and another might use the type of industry. When people use different naming structures for folders, it’s harder for everyone. They often can’t find what they need. It also leads to the creation of duplicate folders for the same thing.

Use a universal folder naming structure that everyone follows. Map out the hierarchy of folders and how to name each thing. For example, you might have “departments” as an outer folder and nest “projects” inside.

With everyone using the same naming system, it will be easier to find things. You also reduce the risk of having duplicate folders.

Keep File Structure to 2-3 Folders Deep

When you have too many nested folders, it can take forever to find a file. You feel like you must click down one rabbit hole after another. When people need to click into several folders, it discourages them from saving a file in the right place.

Keep your file structure only two to three folders deep to avoid this issue. It makes files easier to find and keeps your cloud storage more usable.

Don’t Create Folders for Fewer Than 10 Files

The more folders people have to click into to find a document, the more time it takes. Folders can quickly add up as employees create them, not knowing where a file should go.

Use a rule for your cloud storage that restricts folder creation to 10 files or more. This rule avoids having tons of folders with less than a handful of files. Have someone that can act as a storage administrator as well. This person someone asks if they’re not sure where to store a file.

Promote the Slogan “Take Time to Save It Right”

When people save files to a generic folder, file storage can get disorganised quickly. We’re all guilty from time to time of saving to something general, like the desktop on a PC. We tell ourselves that we’ll return and move the file where it should be.

This issue multiplies when many people share the same cloud storage space. Files that aren’t where they belong add up fast, making it harder for everyone to find things.

Promote the slogan “take time to save it right” among the staff. It means the team should take the extra few seconds to navigate where the file should be to save it. By doing this, you keep things from getting unmanageable. If you use a file structure that’s only 2-3 folders deep, then this should be easier for everyone to abide by.

Use Folder Tags or Colours for Easier Recognition

Many cloud file systems allow you to use colour tagging on folders. Using this can make a folder or group of folders instantly recognisable and reduces the time it takes to find and store files.

For example, you could colour all folders dealing with sales as green, and folders for marketing could be orange, and so on. The brain can connect to a topic faster when looking at colours than reading text.

Declutter & Archive Regularly

Files get created at a dizzying pace these days. The more files you add to a cloud storage system, the harder it is to sort through to find what you need, even if you have organised your file storage.

Keep older files from making it harder to find new ones. Do this by decluttering and archiving regularly. You may require an admin to delete any unnecessary files once per month. For example, duplicate files or old draft versions of a document.

You should also have an archiving system that puts all older files in one big archive folder. This process keeps files that aren’t actively used out of the main file path. 

Come to Us for Efficient Cloud Solutions

Is your cloud storage doing what you need it to do? Do you have a disconnection between cloud storage and your other apps? DreamIT Host can help. Reach out, and let’s chat.

DreamIT Host offers Acronis Backups to back up your websites, files and emails. You can also order Acronis Cyber Protect to back up your devices.

Click here to view DreamIT Host’s Acronis Cyber Protect plans.

The article is used with permission from The Technology Press.