Managing your files inside your archive can be a tedious and challenging process. Think of the countless files lying inside your storage space in different folders you might not remember. If this situation is similar to your document management, it would indeed be a headache to retrieve a specific document urgently.
It will unnecessarily consume more time and effort just to find what you are looking for. Fortunately, there is the presence of various online tools on the web to help people manage their documents more efficiently. Here’s how you can take a closer step toward a more organized archive!
Method 1: Combine your PDF files with PDFBear
One of the essential steps to help organize your documents is to combine similar files into one. You can do this by grouping your PDF documents with a similar theme and combining them with some tools. These tools can be paid or free, but regardless, anything is fine as long as you can complete the task. You can find a top-notch PDF Merger Tool on PDFBear.com!
PDFBear’s Merge PDF is an online tool that helps you combine your PDF documents into a single PDF file. It is a hundred percent free to use, and it even has a friendly user interface that makes the merging process more manageable for you to accomplish. Visit its website now, and do the following steps.
- Select and upload your PDF documents to PDFBear’s Merge PDF.
- The tool will automatically integrate the files.
- If needed, you can modify the resulting PDF.
- Click Combine or Merge PDF.
- Download your newly combined PDF file!
This excellent tool is highly sought-after due to its superb security. You can rest assured that your files would remain for your eyes only and would be deleted after sixty minutes. Moreover, you can finish the combining process in just a few moments, effectively saving lots of your time. Save storage because there’s no need for software installation. Go online and merge PDFs now!
Why merge your PDF documents?
What we’re after here is to reduce the number of files that you need to manage. If you can’t bear to delete some old files, you can opt to merge those with similar content. This way, you can get a compilation of your files in one single file. Doing this will result in fewer files to archive and easier document retrieval.
Method 2: Manage your folders
Having a primary directory to store your files will reduce the time needed to find a particular document. After all, doing this means you have to keep them in one place. You wouldn’t get lost at all because you know where you have saved your file. To further organize your PDFs, you can create subfolders and categorize your files.
To ensure that you can consistently store your files and organize your folders, it would be best to save the document in its correct folder upon creation. This way, you wouldn’t have to get back to it after some time, as such a situation may even make you forget about it or maybe be inconvenient due to schedules.
Do not dump everything in a single subfolder.
You can choose how many subfolders to create, as long as you can manage them efficiently. Keep in mind that your goal here is to organize your files, so make sure to keep files with a similar attribute. For instance, you can group them by file type, date modified, content, and many more.
Though we want to keep things clean, it wouldn’t be convenient for you to stuff every PDF of yours in just a few subfolders. You can consider using many subfolders and naming them alphabetically. This way, you can organize your files without burying your documents too deeply, ensuring a quick search of them.
If you want to store a similar file in many directories, you don’t necessarily have to get copies of them. Doing so wastes space and produces clutter. What you can do is to hold the file in a single folder, then put its shortcut on another. You can do this by right-clicking your document and selecting Create shortcut. After that, you can just copy or drag the shortcut to other places.
Method 3: Use consistent naming
When you name your files and folders, it would be clever to adopt a naming scheme to make them uniform. For example, you can name your files by their date, use, or whatever you are comfortable with. Just make sure that all your files are named this way to ensure uniformity and easier retrieval.
Keep in mind that the names shouldn’t be too long as they might cause confusion. Remember to keep them concise to provide more clarity in the future. Naming them concisely makes them easier to search for on your local search bar. It would also help in identifying them more efficiently.
Method 4: Back up your files
Once you have organized your documents, one crucial thing you mustn’t forget is to back them up. You wouldn’t want to suffer from file loss due to malware, viruses, file corruption, and things alongside them. After all, you might have crucial files that might cause losses when damaged or lost.
You can back up your files by signing up for online storage or buying physical hard drives. Just keep in mind not to forget your credentials nor misplace your physical storage. With the duplicates, you can ensure that you can retrieve your file from another storage, even if the one on your computer got deleted.
Keep your storage in sync
Syncing your directories is a must. You can prevent the loss of any document as you can ensure that everything has a copy. Moreover, you can also prevent leakages by deleting the files both on your computer and backup storage.
Keeping things organized is something many people want to do but find challenging to achieve. Managing your documents should be easy! Merge your PDFs with PDFBear today, and follow the tips we have compiled above! See the difference.