File Management : Management
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How should I organize the files that I need to keep?
A good file
folder structure is a structure that helps you keep, find
and contextualize materials.
When choosing a folder title, it is important to use a name
that accurately describes the documents you will file there
(example: “travel requests and reimbursements FY 2003/2004”).
Try to use consistent spelling and vocabulary that others can
interpret if they need to. Avoid using obscure acronyms and
abbreviations when possible. Check that your categories do not
overlap.
There are 6 types of names that you can give your file folders:
| Type |
DefinitionExample |
Reasons to Use |
| Geographic area or location |
Travel Reports > England |
Good for subfolders |
| Numbers or symbols |
NF-001 |
Can be brief, specific, indexable. May not
immediately be apparent what they represent. |
| Dates |
March 2004 |
Allows quick deletion of documents that can
be deleted after a certain period of time. Can quickly sort
messages by date and move into a folder. |
| Subject Topics (names, organizations, companies,
projects, publications, etc.) |
Budgets, Courses / Elem Chinese |
Brings together all documents on a particular
topic, regardless of subject line. Allows you flexibility
in overcoming erroneous subject lines. |
| Combo - Subject/Date |
Evaluations Spring 2002 |
Can take a large subject file and break it
down into smaller time-based files. |
| Records
Series |
Annual Reports |
Makes retention and delete of documents identified
in records schedules easy. |
Most people find a multiple level system of folders and subfolders
useful. To the extent possible, folders at a given level should
not be overlapping and they should relate to the nature of documents
created and your records
retention schedule when possible. For example: your main
folder may be Course Evaluations, with subfolders of Course
Evaluations Fall 2002, Course Evaluations Spring 2003, etc.
If files are being stored on a shared network server,
organization schemes and folder titles should be set up in consultation
with system administrators and others accessing the network.
What should I include in a file name?
A file should be named according to its content. It should
also include any revision or version dates and author identification
if it’s a file that has had multiple authors contributing
to it. For example: Annual Report 11_01_04 Jane.
File name and folder structure often can work together to provide
the context for a document. For example, a document may be housed
within a folder structure such as Applications > subfolder
2004 > Jane Doe. While the file name only provides you with
the information that the file is about Jane Doe, the structure
tells you that the file is also an application from 2004. When
sharing or printing this file, it might be a good idea to include
this information that the folder structure provides.
Do you have any suggestions for sharing
documents and organizing shared file space?
If files are being stored on a shared network server,
organization schemes and folder titles should be set up in consultation
with system administrators and others accessing the network.
All members of your group should agree to standard
filing and naming structures.
What's the advantage of adding metadata
(filling out the "properties") of a file?
Adding information to the properties field, such as author
name and description, can be useful for providing contextual
information for the document. This can help the document’s
creator or users understand the document in the future.
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