Tips & Tricks: Moving my files to the cloud

About a year ago, I started scanning and uploading all the important papers floating around my house into Google Docs. It seemed like an obvious solution to three things that drove me crazy:

• Clutter (I believe papers not only accumulate but secretly multiply)
• Access (I always need that bill/file that is at home and not at the office with me)
• Sharing (It’s a common occurrence that I need someone else to also look at that file, and that person is hardly ever with me at the office either.)

Scanning and uploading ended up being only half the battle. My house was cleaner, but my organizing and sharing work-flow was far from perfect. So, I developed a system in Google Docs to keep organized. Here are some tips & tricks that you may find useful:

Folders and sub-folders
What: With the Create New button in the upper left, you can create folders to organize your content. Click on your newly created folder on the left hand side of your document list. While you’re there, you can click Create New again to make a sub-folder within the first folder.
Tip: To minimize how many folders I see on the left hand side, I create general folder titles like Bills and Photos. I then use sub-folders for clearer classification like Electricity and Cell Phone under my ‘Bills’ folder. When I’m uploading a scanned document I’m able select the appropriate sub-folder right away.

Shared folders
What: Once you’ve created a folder, you can keep it for yourself, or share it with anyone. Right click on a folder, select Share, and choose the sharing option that best fits your need.
Tip: My husband and I compiled all of our immigration paperwork into one folder. Recently my brother took the plunge and also had to work his way through this process. By sharing my folder with him, it made it easier for him to see what was needed and simplified the process a bit (at least that’s what he told me...).

Managing document versions
What: Click on any file and select ‘Add or manage versions’ in order to upload and group different versions of the same document together.
Tip: While this is an ideal tool for a designer that wants to keep iterations of the same graphic in one place, I found my own everyday use for this feature. I keep track of items where the most recent has more importance than past ones. For example, I scan my taxes, and upload the oldest ones first so the newest one is visible, but I have the option to download past copies.

Exporting your files
What: Someone you know doesn’t live in the cloud? Gasp! No worries, I can easily export all the files in a folder. Just right-click the folder, choose Export, and click the Download button.
Tip: Taking this action will save a .zip file to my computer’s hard drive that I can then email to anyone who’s not as tech-savvy (though, I might have to unzip the file for them too!).

If you’re in the mood to give your filing cabinet the boot, chime in here with your own tips for moving your files to the cloud.

Posted by: Rebecca Steelman, Consumer Operations