Use the analogy of metal file cabinets:
- Each file cabinet had typically 4 drawers
- Each drawer holds separate labeled hanging file folders
- Each labeled hanging file folder holds a variety of separate labeled manila folders
- Each labeled manila folder holds the actual documents
Digital computer files are organized very similarly. How do you organize your digital files on your computer? Have you just stuffed your files into any drawer, hanging file folder, or manila folder because you didn't know where to put them? Are they scattered all over your hard drive? By not keeping your files more centralized, and in searchable folders, they will not be easy to find. Probably the most important aspect is that you can not be assured that they are being backed up.
There are many different strategies that can be used. I have included a couple of examples below, one for photos, and one for photographs & documents.
Digital files also have the ability to contain "metadata" within the file structure. What this means is that you can put searchable tags, names, dates, contents, etc into the metadata fields that are viewed by looking at the file's "Properties" values.