File management

• Naming Conventions


  Selecting appropriate file names that provide enough context about what the file contains
• Version control


  This is a method of managing multiple versions of the same document in order to make it clear what modifications have taken place.
• Restricted access


  Only allowing authorised users to access and ,if necessary, alter file content.
• File location


  Information should be given on where the file is being stored so that it is easy and clear to find
• Housekeeping


  The process of maintaining a organised file storage system by clearing out and deleting files when necessary.
• Backup procedures


  Backup copies of data should be made on a regular basis so that if anything were to happen, nothing is permanently lost or changed.
• Benefits of good file management (flip for consequence)

  Less time is spent looking for files meaning there is Less stress for employees.

  Faster location and retrieval of information aids effective decision making.

  Ensures the computer system is not slowed down due to too many files being stored unnecessarily.

  Fewer lost documents.

  Version control helps ensure that the most up-to-date versions are used

  Less likely to expose confidential information therefore less chance of breaching GDPR

  Improved efficiency and productivity can lead to cost savings and greater profits.