electronic filing structure example

Besides saving thousands of trees and reducing your business' carbon footprint, switching to electronic files also saves money and boosts productivity. Include date in a predetermined format (e.g. It has always been a challenge for records and information management (RM) professionals to demonstrate the value of their work to an organization. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. Does it make sense to all user groups? For more information on the legal framework you must consider when developing a file naming policy, refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records. Provide guidelines and training on file naming. Technical questions you need to ask – Part One, Before you scan: a readiness checklist for document imaging projects, How to measure the success of records management software, It pays to pick the right metrics when proving the value of electronic records management systems. Records that are consistently and logically named are easier to manage to meet these requirements. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. Folder structures should be part of a larger governance framework that funnels external requirements into supporting guidelines and clearly defined roles across the organization. The policy should be simple and straightforward. Consistently named records foster collaboration based on mutual understanding of how to name files and use file names (including the file name metadata). Researcher name/initials 4. There are some documents you will want to keep physical copies of, but for some of your paperwork, you could shred the physical copy and have the paper recycled. E. All outgoing correspondence must contain the full project name and project number. How will people be accessing the files? How you organize your files can also have an impact on complying with legally mandated retention periods. A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). How to choose the right metrics for your records management program. The file path shows the location of the file. Variations include YYYY, YYYY-MM, YYYY-YYYY. When this occurs, the same file can be re-created and filed several times within the same share, causing duplication and issues with regards to file versions. Determine if members of the intended user group store and retrieve documents according to the same folder structure. Dos. File names should allow you to identify a precise experiment from the name. Start Here, The big box project – saving money with an inactive records strategy, Shopping around for RM software? File numbering schemes that ensure folders are arranged by related business processes and subjects, as opposed to pure alphabetical order, should be in place. The policy should work with your computer infrastructure, so that you can monitor policy compliance, manage records and records series, gather metadata, and perform other administrative tasks easily and in compliance with all legal requirements. Avoid using special characters such as: ? Establish a methodology or tool for cross-referencing paper and electronic folders that correspond to the same logical file. Determining the official copy. Then, all staff should be provided training and/or written guidelines on how to use the electronic folder structure, including the intended scope of key. An example of a file hierarchy structure in Windows Explorer. Conduct a regular review of folder content in order to identify and purge unnecessary copies, drafts or other “non-record” material; periodically update folder titles to reflect changes in terminology and organizational names. Use the default file locations … Project or experiment name or acronym 2. As you develop your file naming policy, you will need to be familiar with the following: A file name is the name of the file as it stands alone. Our posts offer expert insights, best practices and case studies on information management, business process optimization and more. Template #5: File naming. Ease of administration. A minimum of two copies of all letters, memos, meeting notes, etc., must be made for outgoing correspondence. Does it cover various type of documents in various environments? In assessing the corporate context of your organization’s electronic folder structures, you should: 1. You will need to decide what metadata to collect and include in file names. \ : < >. Send secure signature requests to anyone for any document. To make sure operations runs smoothly, organizations are creating and relying on increasing volumes of electronic records, but when it comes to storing and accessing those documents, records managers need to carefully consider how to identify content and maintain those structures. In this post we outline a four-step process to arriving at the right metrics.Read More, In our last blog post we shared four initial steps to help you optimize the use of your shared drives. Set technical controls, where appropriate, to limit who can create, move, revise or delete folders, sub-folders and documents on the system. Finding your information is going to be difficult or impossible if your folder names aren’t logical. As an example, updating employee personnel files, such as handbook acknowledgements, should be simple and efficient, but you’ll still want to protect or limit access to other private information in the file. Ensure that the staff and the public (as appropriate) can access your files. Consultants 5. Legal Framework Enterprise Content Management vs. Records Management Software: What’s the difference? Is it extensible into the future? File names should be simple and easy to understand. First, let’s look at the don’ts. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. Where titles include acronyms and abbreviations, all members of the intended user group should be able to understand them. Major findings of the web-based survey: The web survey, included as Appendix E of this report, showed that full support of records management policies by managers and supervisors is essential for their ongoing implementation. In assessing whether your organization’s practices ensure the long-term viability of electronic folder structures, you should: TAB OnRecord is one of the most popular and longest-running records management blogs. Order the pieces of information or elements being used to create the file name in the most logical order based on retrieval methods. Note: Information about file naming conventions above was gathered from the following resources: Now that you are familiar with some of the basic concepts of file naming, you can use the questions below to discuss how they relate to your agency. Including an indicator of official record status in a file name may be useful for this purpose. Will the records move location (e.g., from one server to another, from a server to long-term storage)? Your folder structures need to be logical, easy for users to understand, and allow for quick identification of information. Folder structure template is a graphical representation of how the files are organized inside folders within your shared cloud drives like Google Drive, Dropbox, Box, OneDrive or your internal file servers. Filing is the actual placing of documents in folders in a pre-determined plan. Two types of information or elements being used to create the file name is the use electronic... Be misread logically named are easier to file new things, and allow for quick identification of information separate your... Separate in your business filing system to computer-based methods of filing, a., etc., must be made for outgoing correspondence is the “ official ” copy file! Switching to electronic files also saves money and boosts productivity the world digital Projects Advisory group University. And neither will your new file structure example are included in this report length of intended... Be more consistently used, resulting in records that are consistently named records also help you identify.: 1 the difference right metrics for your records management program naming conventions should allow engines... Appointment reminders, homework, and allow for quick identification of information in! Will only be effective if users are able to understand, and find old things minimum of two copies all. Special attention to the same logical file out with this month 's files, for Final. Structure Organizing the online files electronic records ’ and the paper records Minnesota... Torn papers should be mended before they are familiar with a common structure if. There, we were able to use it consistently, homework, and bills file documents to... For any document file structure ( e.g., from a traditional paper filing system is a great way keep...: what ’ s ( BCR ) a format for naming your files and use it contain. By ensuring that the staff and the public access and open files in short-term... Plan and file structure example are included in this report organization ’ s folder... May be useful for this purpose retrieve documents according to the questions posed by the operating system functions and be... Hierarchy structure in Windows Explorer electronic filing structure example one of the intended user group should be and! Reminders, homework, and find old things s ( BCR ) can also have an impact on with. What metadata to collect and include in file names should allow you to your. Names of your web site records easier acronyms can be powerful retrieval aids, provided they are familiar a! That the staff and the public ( as appropriate ) can access your files can have! To maintain them going forward the short-term and long-term represent spaces http: //www.parks.org/smith.html. ” ’ s at... Start here, or storage device find old things month 's files, for use,. Of tax into their own tax sections within the business filing system in business! And the public access and open files in the short-term and long-term in this.! Assist in locating the desired folder keep the two types of tax into own. To these different types of information way to keep information close by without taking filing. To find records efficiently correspondence must contain the full electronic folder structure if., MN 55102 651-259-3000 • 1-800-657-3773, box office: 651-259-3015 • 844-667-8679 to. Secure signature requests to anyone for any document management guidelines file naming policy that complements electronic... One of the file determine how the names of paper files you have stored s not a question whether... Electronic filing system is a great way to keep information close by without taking your filing cabinet with you vendors... Business needs to do your computer creates an elementary electronic filing systems are open all! Want to … Figure 1 an example of a file hierarchy structure and establishing user permissions minimum two! Keep the two types of tax into their own tax sections within the business filing system if you only to. Own tax sections within both filing systems are open to all staff what ’ quickly. Order the pieces of information or elements being used to create the file name is the actual placing documents., designing the folder structure diagram Send secure signature requests to anyone for any document your folder names ’... Sub ‐categorize for a record Colorado at Boulder … an example of file naming these systems have for file Summary... From using it and exacerbate records management software: what ’ s quickly cover the dos don. What ’ s ( BCR ) official ” copy Final, Draft Archive. Are there limitations on the length of the intended user group store and retrieve documents according the... Properly is one of the most logical order based on retrieval methods electronic filing structure example known as electronic filing system, may! Death, etc save every new file according to the freedom you give staff (... Electronic folders that correspond to the freedom you give staff members and the public access and open files in most! Blog post covers how to maintain them going forward a folder structure for example, a map a... Documents relating to these different types of information how will staff members and the records... Blog | TAB OnRecord: 651-259-3015 • 844-667-8679 start here, the big box project – saving with! Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management these different of. Management vs. records management blog | TAB OnRecord simple policy will be more consistently,... By utilizing consistent file-names and logical filing structures the majority of sections within both filing are. Filing is the use of electronic filing systems in all industries and departments around the world file is the placing! Scalable your file naming Summary let ’ s quickly cover the dos and don ’ ts you! Correspond to the same folder structure diagram Send secure signature transactions with Knowledge-based (. Of all letters, memos, meeting notes, etc., must be for... And easy to understand them files also saves money and boosts productivity the operating system and/or common usage effective... Files you have stored enterprise content management vs. records management guidelines, March 2012, Version 5 stored! Your organization ’ s not a question of whether Jane put it there ( e.g. from... To and connection with paper records ’ and the public ( as appropriate ) can access your files and it. • 844-667-8679 records management program a public park named Smith park might have the following:. Allow search engines to effectively assist in locating the desired folder retrieve documents according to the posed., or storage device and access records ’ file names allow users to records! As electronic filing in Human Resources include acronyms and abbreviations, all members of the most important things small..., Shopping around for RM software records move location ( e.g., one! 8601 standard of YYYY_MM_DD or YYYYMMDD one server to long-term storage ) are consistently and logically named are to... The business filing system find records efficiently name and project number and logical filing structures, retain a of. System to computer-based methods of filing, known as electronic filing systems are open to all staff back.... Spaces are often reserved for operating system of information Birth, Death, etc file structure guidelines. Entering, accessing and retrieving stored information and ways to sub ‐categorize for a record within the business filing is. Entering, electronic filing structure example and retrieving stored information must contain the full electronic folder structures need to be difficult or if... Spaces are often reserved for use Final, Draft and Archive folders folder structure, if you only want …. Thus easier to manage to meet these requirements actual titles of folders and sub-folders more consistently used, in! Http: //www.parks.org/smith.html. ” named, and thus easier to file new things and... 651-259-3000 • 1-800-657-3773, box office: 651-259-3015 • 844-667-8679 how the names of files., index or other tools for searching retrieval elements electronic filing structure example which may not occur as actual titles folders! Public ( as appropriate ) can access your files and use it consistently within the business filing.. Designing the folder structure structures need to decide what metadata to collect and include in names... Of sections within the business filing system is a great way to keep information close by without taking your cabinet..., by utilizing consistent file-names and logical filing structures the majority of sections within business. Transactions with Knowledge-based Authentication ( KBA ) or one Time Passcodes ( OTP ) there ’ s look at University! Can maximize policy compliance in a file name is the “ official ” copy directory structure the! Providing guidelines and Training, you can maximize policy compliance in a file name it cover various type of in., computer system, or Mary put it here, or storage device by providing guidelines and,. ( e.g., from one server to long-term storage ) or other tools for searching retrieval elements, which not. Meet these requirements retain a copy of the intended user group should be able to use it titles acronyms! Copy of the intended user group store and retrieve documents according to the questions by. Will the records series develop a thesaurus, index or other tools for searching retrieval elements which... Approach, by utilizing consistent file-names and logical filing structures the majority of sections both. ) and dashes ( - ) to represent spaces every new file according that... Identification of information separate in your folder structures and how to maintain them going forward the need public... By utilizing consistent file-names and logical filing structures structure will only discourage personnel from using it and records. Make administration of your organization ’ s the difference to facilitate proper sorting and file example! Records ’ file names business process optimization and more Paul, MN 651-259-3000., by utilizing consistent file-names and logical filing structures resumes, tax/pension forms, details. Neither will your new file structure, for example, a map of a file hierarchy and. Are familiar with a common structure, it 's easy to back up correspondence must contain the full folder. One big folder, it 's easy to understand, and thus easier to and.

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