I’ve been graphic designer for more than a decade and if I’ve learned anything, being organized is critical. As I’ve taken on more and more projects (in size and complexity), organizing the files related to the projects becomes increasingly important.

Now, I’m not saying that I always practice what I preach. I’m guilty of sloppiness from time to time and I often punish myself by doing the work over for free. Also, on a personal note, just look at my desk one day and you’ll see that my virtual desk is much more tidy. But, I digress.

The important thing is old designs and concepts can prove to be important elements in creating new work and you never know if or when a client will ask for a revision of a project from years ago.

File and Folder Structure – Just like real life

At the most basic level, it is important to choose a consistent method for naming files and sticking to it.

At Absolute it is the law that all file names start with the client code, which consists of five characters, then the job number, brief description of the job and a date stamp. We’ve chosen clear names for files that describe them so they are easily searchable. Also, having version numbers is important so it is clear which version is the most recent. When a file is complete or the final version is created, I often denote the file name with an “OL”, which means the fonts have been “Out Lined” (that’s graphic speak for embedding all your photos and fonts into the final product for production). Or, “final” works as well. Let me demonstrate:

  • Correct: client_code_description_v3.psd
  • Correct: client_code_description_OL.psd
  • Incorrect: description_new.psd

Along with properly named files, keep a consistent folder structure. One method is to organize folders by client code. Each project then falls under that client code and having the project number in a sequential sequence automatically organizes your files by date. You should be able to quickly glance at a folder and find exactly what you are looking for without opening any individual projects by looking at the project file name. For example:

  • Correct: CLIENT FOLDER > PROJECT FOLDER > client_code_description_version_date.psd
  • Incorrect: PROJECTS > DESCRIPTION > brochures_client

Viewing Files

I’m a Mac guy so your have to forgive me if you are a Windows-based designer, if they exist. Once your files are organized, it will be much easier to locate them. Also, there are numerous software packages that will help keep you organized. Adobe Bridge is developed just for this purpose. You can quickly browse files by looking at a preview of them and then open them directly in the appropriate software. However, with the new Mac operating system, file previewing is pretty simple as well. I’ve now found it unnecessary to use a browsing software, which keeps my machine running smoother with less open applications.

Backing Up Files

Of course it is no help to keep files organized if you lose them or if they get corrupted. All files, especially those that are crucial to your business, should be backed up regularly. Personally, I don’t suggest using backup hard drives, especially cheap versions that every big box store sells. Those are not really created for heavy use and their portability, although appealing, can be an issue as well (i.e. dropping them, losing them or theft). Form my personal experiences, they crash often and data gets lost and that can lead to expensive recovery services. The best solution that we’ve found thus far is a backup drive and using “Time Machine” software (Mac) for day to day backup and investing into a small backup server with stripped drives for redundant backup of all archived files. It’s a simple solution, but we’ve found it very effective.

For a graphic designer, keeping organized means staying efficient which in turns make you a more billable graphic designer whether you are independent or working for a company. Remember retrieving, reusing and referencing files is the key.