Misplacing a file can be annoying and stressful, especially if that file is important. On complex networks, it could potentially be in multiple different locations, perhaps on a local network device or somewhere in the cloud. In moments of dire need, knowing how to locate such important files makes you a standout (and standup) employee, so let’s explore ways to find “lost” files, even if they’ve seemingly disappeared into the ether.

Use the Search Function (But Use It Well)

In most situations, you can use the appropriate search keywords to find your missing document. The problem with this, however, is that it will most likely identify multiple documents similar to the one you’re looking for. To address this issue, you can include other relevant information in the advanced search options.

Once you’ve conducted your initial search, you can refine it by specifying certain details about the file in question, narrowing down search results by file type, author, or last modification date. These are called “operators,” and they make the entire search process much easier through eliminating irrelevant search results.

As you can imagine, this right here will help you find what you’re looking for, but it’s only a temporary fix to a much bigger problem: not having a storage system in place that helps you find what you need quickly and easily.

The Real Solution: Have a Storage System In Place

If you’re someone who tends to name all your files in a similar way (or someone who tends to have multiple draft documents at the same time), then you know sifting through these documents to find the one you need is maddening.

To resolve this, we recommend you build standards into how you manage and store all final documents, including naming conventions that make it clear which document is which. By taking time to identify these standard practices, you can prevent errors and keep confusion low. This is one of the reasons why collaborative platforms like Microsoft SharePoint and Google Drive are so helpful; they help you keep duplicates to an all-time-low.

Let Us Assist You In Implementation

If your business has trouble with these standardized practices, be it implementation or the requisite follow-through, 415 IT can help. We’re working with Bay Area & Northern California businesses to deliver outstanding technology solutions that eliminate redundant and wasteful work, all while streamlining processes. To learn more, give us a call at (415) 295-4898.