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Document Management

Centralize and control your documents, ensuring secure access

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Share knowledge for better collaboration and productivity

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Ensure consistent and compliant quality standards for your organization


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How one of Germany’s largest news publications increased editorial and production workflow efficiency using WoodWing’s publishing software.

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Simplified quality and process management for regulated industries

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Secure digital archiving and document management system

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Powerful integration suite for seamless connectivity and automation

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Efficient plugin for enhanced Adobe InDesign design workflows

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Finance

Modern document and quality management helps you manage risks and improve processes

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Franchise

Ensure unity with document, quality, and knowledge management

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Healthcare

Always access the latest version of each process, protocol, guideline, or agreement

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Housing Corporations

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Manufacturing

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How Bavaria significantly improved its global brand management.

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How value based care is changing healthcare and the continuum of care

How value based care is changing healthcare and the continuum of care

Total Quality Management (TQM): continuous process optimization for top products and services

Total Quality Management (TQM): continuous process optimization for top products and services

All you need to know about Digital Asset Management (DAM)

All you need to know about Digital Asset Management (DAM)

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Why WoodWing

How we help

icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

icon-woodwing-unlock-your-potential

Unlock your potential

Unlock your potential with WoodWing's innovative solutions

icon-woodwing-content-orchestration

Content Orchestration

Managing content at scale has never been easier or more profitable

Solutions

Content Creation

icon-woodwing-content-creation

Content Creation

Collaborate and create high-quality channel-neutral content

icon-woodwing-dam

Digital Asset Management

Manage and distribute digital assets for streamlined content

icon-woodwing-multichannel-publishing

Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

icon-logo-woodwing-document-management

Document Management

Centralize and control your documents, ensuring secure access

icon-woodwing-information-management

Information Management

Become more agile, reduce risks and benefit from available data

icon-woodwing-knowledge-management

Knowledge Management

Share knowledge for better collaboration and productivity

icon-woodwing-process-management

Process Management

Document and optimize business processes for greater efficiency

icon-logo-woodwing-quality-management

Quality Management

Ensure consistent and compliant quality standards for your organization


Content Services

icon-woodwing-creative-workflow-services

Creative Workflow Services

Unleash creative potential with tailored support from experts

icon-woodwing-digital-publishing-service

Digital Publishing Services

Enhance digital publishing strategy with expert services

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App Integrations

Integrate WoodWing seamlessly into your existing tech stack

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WoodWing Cloud

Experience stress-free hosting, software maintenance, and more


FEATURED CONTENT PIECE

Der Spiegel

How one of Germany’s largest news publications increased editorial and production workflow efficiency using WoodWing’s publishing software.

Read this case
Products

Take charge of your content

WoodWing Studio

Streamlined content creation and multichannel publishing solution

WoodWing Studio

Collaborative content creation and multichannel publishing solution that simplifies workflows and streamlines production processes.

Assets Logo (base)

Enterprise-grade digital asset management for streamlined workflows

WoodWing Assets

Enterprise-grade digital asset management solution that streamlines your creative workflow and simplifies collaboration among team members.

WoodWing Swivle

Cloud-based DAM for seamless file management and collaboration

WoodWing Swivle

Cloud-based DAM solution for managing, sharing, and collaborating on digital files from anywhere and on any device.

WoodWing Scienta

Simplified quality and process management for regulated industries

WoodWing Scienta

Quality management platform for regulated industries that simplifies compliance, knowledge sharing, and collaboration.

WoodWing Xtendis

Secure digital archiving and document management system

WoodWing Xtendis

Digital archiving and document management system that allows organizations to store, manage, and access their digital assets securely.

Connect Logo (base)

Powerful integration suite for seamless connectivity and automation

WoodWing Connect

Powerful integration suite, including APIs, webhooks, plugins, and the best-in-class iPaaS solution (powered by Workato).

WoodWing Smart Styles

Efficient plugin for enhanced Adobe InDesign design workflows

WoodWing Smart Styles

Plugin for Adobe InDesign that streamlines design workflows by allowing designers to apply predefined styles quickly.

Industries

We know your challenges

icon-woodwing-agencies

Agencies

Optimized workflow, improved collaboration, and brand consistency

icon-woodwing-finance

Finance

Modern document and quality management helps you manage risks and improve processes

icon-woodwing-franchise

Franchise

Ensure unity with document, quality, and knowledge management

icon-woodwing-healthcare

Healthcare

Always access the latest version of each process, protocol, guideline, or agreement

icon-logo-woodwing-housing-corporations

Housing Corporations

Document management from context, always up-to-date, complete and accurate documents

icon-woodwing-manufacturing

Manufacturing

Consistent branding, accelerated launches, and integrated content management

icon-woodwing-publishing

Publishing

Efficient content creation, collaboration, and multichannel publishing

icon-woodwing-retail-ecommerce

Retail & eCommerce

Streamlined catalog and marketing content production for faster time-to-market

icon-woodwing-transport-logistic

Trade & Logistics

Increase efficiency with process, document, and quality management

Featured content piece

Bavaria

How Bavaria significantly improved its global brand management.

Read this case
Inspiration

Learning centre

icon-woodwing-success-stories

Success Stories

Read success stories from trusted organizations that rely on WoodWing's solutions

icon-woodwing-ebooks-whitepapers

eBooks & Whitepapers

Dive into in-depth knowledge with our comprehensive digital publications

icon-logo-woodwing-videos

Videos

Lean back and enjoy one of our educational videos

icon-woodwing-events-and-webinars

Events & Webinars

Meet us in person or virtually at one of our events or webinars


Latest articles

How value based care is changing healthcare and the continuum of care

How value based care is changing healthcare and the continuum of care

Total Quality Management (TQM): continuous process optimization for top products and services

Total Quality Management (TQM): continuous process optimization for top products and services

All you need to know about Digital Asset Management (DAM)

All you need to know about Digital Asset Management (DAM)

View all blog articles

Featured content piece

Medium Rare

How Content Agency Medium Rare delivers better client experiences and outcomes with WoodWing.

Read this case
Company

About us

icon-woodwing-about-woodwing

About WoodWing

Discover our company's vision, mission, and innovative solutions

icon-woodwing-management-team

Management Team

Meet the leaders driving WoodWing's success and growth

icon-woodwing-contact

Contact

Reach out to us for inquiries, support, and collaboration


Jobs & Press

icon-woodwing-job-opportunities

Job opportunities

Explore exciting career opportunities and join our team

icon-woodwing-press-release

Press releases

Stay updated with our latest company news and announcements


Partners

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Partners

Explore our partners for local support and expanded capabilities

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Become a partner

Join our global partner network and grow with us


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Would you like to further develop your development skills? As our developer you will learn all about new techniques and innovations.

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Contact us
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5 minutes of reading

File management: Setting up a folder structure in 5 steps

Your deadline is in sight, just need to find that one file to finish it. It should be on the X drive, but in which folder? Or is it on Y? ‘Who invented this folder structure?’, you growl to yourself. Fifteen minutes go by and you would really like to cross this off your to-do list.

Shape

Sound familiar?

High time to start with file management and folder structuring. A healthy folder structure gives you great peace of mind in an organization. Processes run more smoothly, and the chance of errors is reduced.

Only advantages, also from an economic point of view. But how do you manage your files best for your organization? We will help you on your way. With our 5 steps it will be done in no time.

File management: what is it?

You and your colleagues waste about 20 percent of your days looking for lost files. If you multiply that by all the marketers, content creators and designers out there, we're dealing with some serious asset chaos and lost productivity.

In today's digital world, keeping your electronic assets organized is like a marathon. But fear not, because file management is here to save the day.

File management is basically the process of organizing, storing, managing, and manipulating all your files on your computer system. It is the process and act of creating an organized structure where you store information for easy retrieval.

From creative assets to the most important financial files. Important tasks, like sorting your files into folders, backing up your files, compressing files to save precious space, and setting permissions for access and security. It's like being the CEO of your own digital universe.

blog-body-file-management

Every single digital file that comes our way needs to be properly handled and saved in a folder that lives in your system of choice. You have to be on top of your game and make sure you identify and store all those data files inside a logical structure made up of directories and subdirectories with names to those files that actually make sense.

It's like creating a digital map to keep us from getting lost in the digital jungle.

What is a folder structure?

A folder structure is simply a way to logically organize your folders on your computer, or any other system you use. Which document or any other digital asset belongs where, and how do you name files? Which folders fall under which main folder, and how do you deal with subfolders?

3 reasons why folder structure is important:

  1. It saves time - Working efficiently saves time and energy. Instead of searching in unnamed folders, files or other assets with the same names but with (1) behind them and different dates, you can move on to the next thing more quickly. Whether that's a new task or a cup of coffee. Anything is better than this neverending search.
  2. Relax more - There is nothing more annoying than losing your minutes or opening the wrong version of your presentation while the entire department is watching. It happens to everyone, but it's not Zen. Less frustration and fewer mistakes give you confidence you will find everything within a few clicks.
  3. Sustainability - A clear and well-maintained structure is sustainable because it grows effortlessly alongside an organization. During a reorganization, rebranding or impactful process change it supports the often rapid changes for everyone, and it is nice for new staff to quickly find their way around the shared drives or systems.

Time to get to work. Where to start? Follow the 5 steps below, and you'll thank yourself. Your colleagues will too.

STEP 1:

Create order

Setting up a good folder structure starts with bringing order. Ask yourself the following questions: What types of content do we have, what content should we store, and what can we get rid of?

The best way to do this is as a team. That's quite a bit of work, because there is an almost certain chance that you will find files that you didn't know existed (anymore). Compare this phase to cleaning out the attic at home: Suddenly, you come across that, once in your life, very handy camping table. In the back corner, under that box of unread books.

Tip: start by cleaning out your personal folder!  

STEP 2:

Set up that folder structure

Have you cleaned everything up? Then there should now be more space on the servers. And you have insight into which types of documents you have. The next question is: how do you set up your folder structure?

Formerly, organizations opted for a structure based on departments. But it is better to set up the folder structure based on the business processes, such as Sales, Purchasing, Production, Finance and the like. This is useful because many processes run across multiple departments.

Tip: Using a DAM? Create intelligent content

Subfolders: not too many!

You have subfolders under each type of process. Also, choose each subfolder carefully. It is important that each subfolder really fits the process. You can thus set up a logical and intuitive folder structure. There is a risk of creating too many subfolders when setting up a folder structure for your company.

Dare to make clear choices here. This prevents the information from being difficult to find. Set up your folders all the same way. This makes for easy navigation if you're searching in a folder with which you're not familiar.  

 

STEP 3:

Choose specific names for your folder structure

Give each folder a specific and logical name. This helps tremendously in finding the right content, also via the search function for your system. This also helps in the creation of new content. Avoid two folders having the same name and avoid names like “Other” and “General.”

Do all employees have their own folder? Make sure hiding content that doesn't belong there, isn’t possible. Agree on this together when setting up the folder structure for your organization.  

STEP 4:

Fill your folders

Then what? Time to start filling your folders with your files and assets. That, too, is a careful job. Deliberation on questions like: Does the employee manual for production employees now fall under "HR" or under "Production"?

Do not put content in two places. That would be confusing. You risk keeping outdated files and multiple versions, in the long run.  

STEP 5:

Keep order

Okay, now you have everything in order. That feels good doesn’t it? The challenge now is to keep everything in order. A good, hands-on manual will help a lot. Or make someone responsible for periodically doing a sample inspection. For example, the QHSE manager or the content manager.

Ultimately, a good folder structure for your company is a shared responsibility. Having one ensures everyone quickly finds what they need and processes run smoothly. This also reduces the chance of errors. If maintained properly, the advantages are countless. The bigger and more complex the organization, the more difficult this is to maintain.

Choose a system that fits your organization

If keeping files and folders in your computer drives is still manageable for you and your organization, go for it. But growing means evolving. Processes change and thousands of assets like files, images and documents become harder to keep in a specific structured way when hundreds of people work with them.

Digital Asset Management (DAM) is a solution where only the newest version of a file exists if you decide. You are able to create several folders for archives without rights to modify, or easily structure in depth with the right metadata and taxonomy. The internal search engine takes care of the rest.

 

Shape

Published on March 06, 2023

Tom Pijsel

Tom loves to solve complex software challenges. Working together with the WoodWing Studio and Assets product teams, he creates solutions that support publishers, agencies and marketers in their daily work. Tom loves to spend time outdoors with his family. And when he needs to clear his head to make room for new ideas, he’ll put on his running shoes.

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