When asking ourselves, ‘What sparks joy?’” The last thing that comes to mind is document and data collection on our computer. Yet, organizing your data storage leads to important benefits such as not wasting time searching for information, avoiding the use of outdated records to fulfil data requests, and minimizing the risk of sensitive information exposure from hacking.
Start the journey of purging stale data from your computer in just five simple steps:
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Step One: Inventory
Take the time to inventory all the data stored on your systems and elsewhere to see the true scope of your data stores. Tallying everything can be complicated, but it is critical to begin sorting through the clutter.
Pro Tip: Use tools like spreadsheets to keep track of everything so you can easily catalog and cross-reference data.
Step Two: Sort
Sort data by category versus where it is stored. Data records may be duplicated across different systems and databases so understanding how many copies and versions of data exist in multiple locations will help you streamline the process of purging the clutter.
Pro Tip: Start with the items that can be easily categorized. It will help you establish a system so you can more easily sort difficult items.
Step Three: Declutter
Get rid of old, useless or irrelevant documents and data – extra copies, first drafts, duplicates, etc. Focus on data you need to keep for business reasons or regulatory obligations. Make sure you can justify why you should keep the data, then delete or anonymize the rest.
Pro Tip: Focus on what you must keep versus what you want to get rid of – it will help you prioritize what is truly important.
Step Four: Organize & Store
Organize and store data and materials according to logical categories so it is easy to find and access. Encrypting sensitive data through pass keys helps ensure your newly organized data is stored securely.
Pro Tip: Store the most frequently used data in the most accessible locations.
Step Five: Maintain
Abstain from reacquiring data clutter by maintaining the tidiness of your storage as you go. This is the simplest – yet most effective way – to avoid becoming overloaded with data.
Pro Tip: Declutter and organize as you go – get rid of data as soon as you are done using it. Do not store it for later or just in case.
Decluttering your storage sparks joy in the workplace, making your job easier and more efficient. Incorporating these tips only take a small amount of time but lead to career-long positive impacts.