The organization of a virtual data room in the Due Diligence industry is of great importance. If you are faced with the task of quickly navigating your files and documents, the following recommendations for organizing data will help you.
How to sort files correctly
Write the date in the file name. If you need to keep track of the date the file was edited, use it directly in the file name. For example “2022 03 02”. Then the virtual data room will sort the files by creation date and by file name at the same time.
Do not use a date that starts on a calendar day. When sorting by file name, VDR will arrange your files in the wrong order: May will come after June, then April.
Split the file name into semantic blocks. Place the names of semantic blocks that are important for you closer to the beginning of the file name. For example, if you work a lot with document approvals, use abbreviated labels for approval visas. It does not matter which abbreviation you choose, as long as it is clear to you and not too long.
Semantic tags should always follow the same sequence and correspond to the classification of documents that reflects the work of your organization.
Create a hierarchical file structure
When we store information on digital media, we often do not bother to properly organize it, relying on the search function. This process can be quite lengthy and laborious. Sometimes the search may not return a result – for example, if you did not save the desired version of the document or replaced it with a new, very different version. To prevent this from happening, organize your files in a hierarchical structure.
Building the perfect structure for your files is impossible, especially if you’ve just started developing documentation. You can create it gradually, getting acquainted with the company’s workflow. If you inherited a large amount of information, you can determine from the files that make it up which folders and subfolders you need.
How to structure files with shortcuts and hyperlinks
Thinking in hierarchies is a skill. It takes time to get used to. However, the problem appears when one file logically belongs to two or more categories.
Use labels. If you need to place a document in the second folder, put in it not the document itself, but its shortcut – a pointer to the original file. You can copy the shortcut an unlimited number of times and place copies of the shortcut in the folders you need. Now, in whatever folder you open the original file or one of its shortcuts, you will only work with the first and unique document.
Use hyperlinks. In this case, you don’t even need to create a branched hierarchy of folders and subfolders – create a few of the most necessary ones. You will organize documents in a special file that supports hyperlinks, such as a mind map.
Get rid of file copies
If you find a large number of identical files, be sure to delete the copies. Don’t worry if you delete something important – most virtual data rooms have a recycle bin, in which case you can get the file from there and restore it. Copies litter your storage and prevent the adequate perception of information, work with it.
Organization of a virtual data room for convenient use for Due Diligence