Simple ways to make digital storage easier

With thousands of documents stored on computers every week, it can be hard to keep track of what is needed and where your digital files are kept.

Keeping your data files organised and easily accessible, however, reduces wasted time in the classroom and ensures your computer works efficiently.

Banish file frustrations and make sure pupils can easily access their work wherever they are across the school by following these simple techniques.

Use a server or cloud storage

Every time you create and save a document using a computer, whether it’s a PowerPoint presentation or a Word document, you are creating a digital file.

By saving these files to a server or cloud storage, you can easily access the documents from any device rather than simply saving them to the computer hard drive you are working on. This means if a student started a piece of work in the computer lab, they could still access it and complete the work on the computers in the classroom another day. The files would be accessible across the entire school network rather than just one computer. This makes file accessibility much easier as you do not need to use the same computer every time.

Create an organised filing system

By adding structure to where and how you save each document, it makes it easier to find your files later. Think about how to organise files so that they are stored logically. You could group them into year groups, then classes and topics. Filtering down and using a folder structure means that similar documents are all grouped together and ultimately easier to find.

Make file names simple

When naming a file, it is always best to be descriptive and keep characters to a minimum. Lengthy file names are not only more challenging to look through, making documents harder to find, but they can also lead to corrupt data. Technically saved files can have up to 256 characters, but we recommend sticking to under 30 characters to make files easier to find and prevent the risk of file corruption. Use abbreviations such as SCH for school and avoid symbols.

Save files periodically

When it comes to digital file storage, it is essential to keep saving your work as it ensures that you can locate the most up-to-date version if something goes wrong.

Carry our regular declutters

Put time in your diary to regularly declutter and reorganise files. Regularly deleting out-of-date files and checking that files are organised effectively makes it much easier to relocate your work. It also frees up space on the server and keeps your computers running efficiently.

Save Downloads

When you download a file, it will automatically sit in your downloads folder on the computer. Saving your downloaded files on your server or cloud storage makes them much easier to locate when needed.

Do not use a USB stick as a backup

Not only are USB sticks easier to lose they also run the risk of becoming corrupt and affecting your computer. USB sticks also do not automatically update, meaning you continually have to be saving the new version.

Need some extra help?

If you have any queries or are concerned that your file storage system isn’t working Halchax offer a FREE Health Check Service for schools across the country.

Our IT experts will come into your school and look at what you have in place currently to see how we can increase your security and make it safer for your school. We will work with you to get the best result within your budget.

We can also offer advice about what you can do to keep your schools safe from cyber-attacks or incidents. We explain some of the primary cyber security risks schools face and how they could be targeted. We also offer ongoing support either online or in person in times of uncertainty.

To book your FREE School Security Health Check get in touch today: 0330 102 7464 or info@halchax.co.uk