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When you have thousands of photos labeled “20211108_0978234.jpg” and you can’t remember when the photo was taken, it’s almost impossible to find a photo quickly.

So for photos, I like to have a date system and folders for major events or categories:

This way, you can search for your photos by year and month, or search by folder such as “Mom”, “Dad”, “Anniversary,” or “LA”.

I take a novel writing class, so on my Mac, I drag that folder to the sidebar of the Finder. Otherwise, navigating Melanie > Google Drive > Education > Courses > 2021 > Write a novel is cumbersome.

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In Windows, you can pin a folder by right-clicking on Quick Access and selecting “Pin to Quick Access.”

When it comes to naming or renaming your files, be sure to include keywords in case you need to rely on a search. Consider what your future self (or someone who needs access to your files) will look for in order to get that file. For example, in naming the screenshot files for this section, I added the phrase “Organize Digital Files” to all the file names, such as “organize-digital-files-before-screenshot.jpg”.

In addition to creating a folder structure that works for you, consider labeling files (on Mac or Windows). With tags, you can combine multiple files into folders. For example, say you want to see all your New Year’s photos, not just from last year, but from years ago. Or maybe you just want to see all your photos from all your holiday celebrations. You can set a tag for “Holidays” and another for “New Year Celebration”. You can search using those tags to limit the results.

You can use tags to categorize all files related to money, all files related to a specific department at work, all files related to your children, all files related to home improvement, and more.

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Using tags, a good folder structure, and natural file names, retrieving a file from your hard drive or cloud storage is a joy.

Melanie Pinola is a Wirecutter senior writer covering home office, remote work and productivity. He has contributed to print and online publications such as The New York Times, Consumer Reports, Lifehacker and PCWorld, specializing in technology, work and life/family topics. He rejoices when these things come together – he writes about them in his PJs. A file system can be difficult for designers, since we work with different clients and teams on different projects. Each client has their own way of project management. If you don’t have the right configuration, it can handle a lot.

There is no right or wrong way to go about organizing files. As long as you find what you’re looking for quickly, you’ll be fine. However, the computer gets its biggest test when you find a strange file after months of working on a project. Below I describe the file system I have used for years. Adjust as needed for your team or yourself.

A well-organized folder structure is essential for efficient workflow and easy collaboration in design projects. Here’s a suggested folder structure you can use as a starting point, but you can adapt it to your team’s needs and preferences:

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This system divides the project into stages, making it easy to find and manage files. Use version control to keep your folder names consistent and descriptive, track changes, and maintain a clean workspace.

Another great asset of the system below is that it allows you to easily share your design files with other designers, collaborators or clients. In addition, it will be considered to limit access to sensitive files such as contracts on invoices.

Where to save the files is up to you. You can do this on your desktop or on an external hard drive. Consider saving to Dropbox or Google Drive. Cloud services are great for four reasons.

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If you are a freelancer, you often work for different companies. Start your company by creating separate files for each client. Within each organization folder, you need to create three separate subfolders:

It is a good idea to keep contract files with each company in case you need to refer to them. You may have multiple interactions with the same customer, especially if they are repeat customers. Also, feel free to keep all the various contract modifications in case any negotiations or changes happen. To name your contracts effectively, especially if you have several files, start with the date you received