As you search and copy files into a designated file, it will be easy to access the list of files at any point of time. You can have a snapshot of all your files. This will help you analyze the data in a better way. As a matter of fact, you should have a file naming policy. It is especially important if you are running a business. By having a policy, all the employees will follow the rules. They will create new files within the framework of the set rules and regulations. There will not be any duplication at any point of time. In fact, there are a number of ways to organize files.