Organizing Data is perceived unnecessary and difficult – Top 9 myths busted

While I was penning my experience and opinion about how to organize data effectively, I had spoken to few of my close friends and realized that many users perceive the exercise as unnecessary. I pondered more on this to find out the reasons and came to a conclusion that organizing data is mostly marred by some myths. As a result, a vast majority of users do not feel the need to do it. In my view, it should not be the case and here I am today busting some unnecessary disbeliefs. I am happy to mention that this is one of the rare articles you would find on the on the subject.

Image Credit: Pixabay

It is a hard fact that we all have some sort of pre-conceived notions. Same is true when it comes to organizing data. The most common one that I found was – is it that important to save a file with a particular name format and that too at a specific location in my computing device? Organizing data in a specific way may not be a priority to many. Almost all operating systems and apps allows us the feature of searching for a file. However, this may not be the most optimum ways of finding data. Needless to say, it takes up a chunk out of our busy schedules. To complicate matters, what if I cannot remember the name of the file I created and saved randomly? Perhaps much of my time will be consumed in looking for the file, leave alone for what purpose I wanted that file or data.

So, without any further delay, let’s get straight into understanding the misconceptions or about organizing data.

Myth 1: I don’t need to organize data on my computer.

The realities are: This one is the biggest and goes without saying. Most of us consider that organizing data is only for meant professionals. However, it is not the case. A major benefit of digitizing data is its efficient and quick retrieval. This is only possible when it is saved on the device in a specific manner. By this I mean following patterns for naming files and folders that are easy to remember and interpret and always saving the file in the respective folder for which it’s meant to be. My previous post can be helpful just in case you want to know more in this regard.

Myth 2: Organizing data is very difficult.

The realities are: Some people are overwhelmed with the thought that organizing data using a pattern is quite difficult as certain steps have to be followed and thus, have to be remembered. On the contrary, it is a simple process. And, if you start following these steps, these would become a good practice, rather than a rule to be kept in mind.

Myth 3: I am not tech-savvy so I won’t be able to organize data on my computer.

The realities are: Organizing data is not a rocket science, hence, basic knowledge of handling files and folders on a computing device is more than sufficient to actually do it. Following a naming convention for files and folders does not require any technical knowledge. It is as simple as writing your name on a physical notebook with a pen and marking it for which subject and year it is meant for.

Myth 4: I am better off with saving everything on my desktop screen.

The realities are: Desktop is the first screen that you see when a computer starts, and any document saved on the desktop is obviously easily and quickly accessible. We don’t have to search anywhere! Right? But, in reality, desktop screen that you see on your computer is also a folder within the operating system (Windows or Mac). Saving all files on desktop, hence, is not the most feasible option due to the following reasons:

• Every document you save on desktop appears as an icon and having so many icons on the desktop is a bit overwhelming and confusing. It’s like having lot of people crowding a desk officer to get a work done. Quite cumbersome!
• If the documents are not organized in folders, search has to be performed on the desktop also. This is an unnecessary step and a waste of time and effort.
• Every time you start your computer, all documents saved on the desktop will have to be loaded. This diverts the computing resources and consumes the processing power of your device unnecessarily. As a result, it slows down your computer system and affects its overall efficiency. Some say, they are ok with it. However, I would like to say that over a period of time this type of handling reduces the life span of the computing device significantly.

Myth 5: Organizing data is so complicated.

The realities are: This is only a mental block and a perceived complication. Arranging files in appropriately named folders saves you the effort of remembering the multiple data items that you create on a daily basis.

Myth 6: I have a sharp memory and can remember all words I write in a file.

The realities are: Human memory is great memory space when it comes to remembering things or events or names or stories and so on. However, it has its own limitations and sometimes it is humanly not possible to remember everything, let alone file and folder names. If you organize your data properly, you would not have to always necessarily remember files and folders related data. Being organized can be a great relief to your mind.

Myth 7: I can create as many sub-folders as I want to super organize my data.

The realities are: It is a common way people try to perfect the process of organizing data.  However, creating multiple sub-folders (also called as nested folders) make them believe that they are super organizing their data. Not necessarily! Sub-folders must be created only when they are absolutely required. Multiple nested folders that you don’t need will only add to your confusion. The ladder of folders you create will make your file search process difficult as you would not know which folder to click to get the exact file you want.

Myth 8: I have enough time to search for files.

The realities are: I agree that organizing data effectively requires a little more effort on your part. But it is all worth it in the end. There are situations when you need information quickly that is stuffed with gigabytes of data. Your mind is already pre-occupied with so many urgent work items and in such a situation, you would not have the time and mind space to remember the words in a file or sometimes even file names. I have personally faced this so many times. If your data is organized in properly then you are in control despite urgencies.

Myth 9: I can keep all files downloaded in the Downloads folder of my computer.

The realities are: When downloading a file (word, excel, powerpoint, pdf, jpg, mp3, mpeg, etc.), it gets saved in the Downloads folder of your computer, by default. Keeping all files in this folder is like a one-stop shop. Whatever data you need and whenever you need it, just open the Downloads folder. This might sound easy but it’s the same as keeping everything on desktop. After a point of time, the Downloads folder will have a long list of files, and it will again take extra time to locate the document that you are looking for. Possibly in the process, your device will also slow down over a period of time.

Summing Up

On any regular work day, I create at least four to six new data files on my computer. Some days, I have to download certain mail attachments for work relate matters. This means a lot of data and it keeps adding up each day. It is modest to say that ‘Data is new Oil’ in today’s world. More data means more confusion if it is not organized. It would be like going into a library with random stacks of books lying all around on racks, stands, tables and even on the floor. Imagine yourself standing in such a library. Would you want to go there again? Would you be able to find the book you are looking for? How much time would you take to find the book in such an unorganized library as compared to the libraries we are used to visiting in the physical world.

Same is the case with data on computers – imagine the library as your computer, books as files and bookracks as folders. You have your answer, I guess.

Keep reading, keep learning and don’t forget to arrange your data systematically!