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... 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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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