File Management

• Naming Conventions


  Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by as quickly and easily as possible. Names should be short but indicative of what the file includes.
• Version Control


  The first version of a document should be labelled version 1 within the document. Any major changes and the label should be changed to version 2 etc.
• Restricted Access


  Confidential, private or sensitive information will be saved in areas of the network where access levels are restricted using an employee's username.
• File Location


  Information should be given on where file should be stored, for example, on the server, in which location and whether an external storage device is required.
• Housekeeping


  Employees should regularly look through their files, folders and emails to ensure that files are in the correct folder and that files are archived or deleted.
• Back-up procedure


  Files should be backed up regularly and staff should know the procedure for this. Some servers may have an automatic back-up procedure. This means that a back-up copy is available if information is lost or removed by accident or due to an IT issue.