Want to make creations as awesome as this one?

Transcript

File Management

Good file management keeps things organized and makes it easier to find the right information when needed. It helps everyone work more efficiently and ensures that important information is safe and up to date.

Index

Learn about each topic and complete the corresponding challenges. After, you will be awarded a number! Collect all numbers and enter them in order in the final section to finish the game!

03Cleaning

01Managing Drives

02Naming Files

START

Finish the Game

01 Managing Drives

Computer drives should be structured to easily find and share documents.

Effective File Management

Click the to learn more!

Structured computer drives streamline document organization.

Clear organization enhances document retrieval and sharing.

Well-organized drives improve workflow and collaboration.

Good file management minimizes time wasted searching for documents.

01 Managing Drives

Organizational Structure

Key Principles of Organizing Folder Systems

File

Click the to reveal an example folder structure!

Create a clear folder structure to categorize content.

Folder Hierarchy

Use clear names for easy identification, and avoid naming them after people for broader accessibility.

Main FolderAI 83609

Logical Subfolders

SubfolderPermits

Organize subfolders by date, subject, or project within main folders.

SubfolderReports

Folder Names

01 Managing Drives

Lastly, following best practices guarantees that a structured file management approach is successful.

Best Practices

Minimize Complexity

Ensure that files and folders are named consistently for easier search and retrieval.

Simplify folder structures and reduce confusion by avoiding too many nested folders (subfolders).

Consistent Naming Conventions

Regular Maintenance

Periodically review and update the folder structure to keep it relevant.

start

QUIZ

Complete the following quiz, and getthe first number towards completing the game!

Quiz

question 1/5

What is the primary purpose of organizing files into folders?

To discourage collaboration among users

To increase clutter and confusion

To facilitate easy organization and retrieval of documents

next

RIGHT!

Quiz

Explanation:Organizing files into folders makes it easier to keep related documents together and find them when needed, saving time.

question 2/5

What is the best approach for naming subfolders within a folder?

Employing descriptive and easily understandable names

Using cryptic and obscure names

Incorporating random numbers and symbols

Quiz

NEXT

RIGHT!

Quiz

Explanation:Using descriptive and easily understandable names for folders helps users quickly identify the contents without confusion or ambiguity.

QUESTION 3/5

What is a potential drawback of creating too many nested folders (subfolders)?

Increased difficulty in locating documents

Enhanced organization

Simplified navigation

Quiz

NEXT

RIGHT!

Quiz

Explanation:While one or two nested folders can improve organization, several nested folders requires navigating multiple layers, increasing the chances of getting lost or overlooking files buried deep within the structure.

QUESTION 4/5

Why should you avoid naming folders after specific people?

It helps personalize the folder structure

It can cause confusion and lessen relevance

It improves document retrieval efficiency

Quiz

NEXT

RIGHT!

Quiz

Explanation:Naming folders after specific people can confuse others because they may not recognize the individual or understand the folder's contents.

Quiz

question 5/5

What should be considered when naming and organizing subfolders?

Document or folder color

The file type(s)

Date, subject, or project

next

RIGHT!

Quiz

Explanation:Considering date, subject, or project for naming and organizing subfolders helps categorize files in a way that aligns with how users naturally think about and search for information.

Wrong!Oops! That's not quite right.Let's give it another shot.

ERROR!

TRY AGAIN

Quiz

02 Naming Files

Naming Conventions

A naming convention is a consistent method for creating file names. It determines document content, indicates document completion, and desginates if it is a record.

Why do naming conventions matter? Click the file to find out!

Contract.v1.1.3.Final Final Draft.docx

  • We can assume this document is about a contract, but which contract?
  • What is the revision status - first, second, or final draft?
  • Has this document been reviewed and submitted to EDMS?
  • The file would have to be opened to determine the content.

Click on the file to find out why naming conventions are important!

Date

02 Naming Files

Naming Elements

Subject

Code

A unique identifier or reference number for the file.

  • Example: A permit number

Clearly describes the content or purpose of the file.

  • Example: Inspection Report, FIF

Indicates when the file was created (YYYYMMDD format)

  • Example: 20240312

The form of a file name should be predictable, understandable, and consistent. This can be accomplished using three elements: code, subject, and date.

LAG001234_InspectionReport_20240312

1

02 Naming Files

2

Best Practices

If no good code exists, use the subject and the date.

3

4

Eliminate spaces where possible.

5

Use underscores (_) for compatibility, consistency, and readability.

6

Do not use special characters; they can be mistaken as computer commands.

Include version or revision numbers to help track changes.

Avoid abbreviations or acronyms that are not universal.

CORRECT Name

Choose the file with the best name to earnthe second number needed to complete the game.

start

question 1/5

Which file name adheres to naming conventions?

Choice

PROJ001_FinancialReport_20220315

Project 1 Financial Report March 15

question 2/5

Which file name adheres to naming conventions?

Presentation1

Presentation_ProductLaunch_20231005

Choice

question 3/5

Which file name adheres to naming conventions?

Choice

CUS123_SurveyResults_20220228

CustomerSurveyResults_2022Feb28

question 4/5

MeetingMinutes_RMTeam_20230910

Which file name adheres to naming conventions?

Meeting_Minutes_Team_2023

Choice

question 5/5

Which file name adheres to naming conventions?

Choice

Invoice_ClientA_20220405

Invoice for Client A April 2022

ERROR!

TRY AGAIN

NON-RECORDS

RECORDS

03 Cleaning

Records & Non-Records

Before cleaning and organizing files, it's important to understand records, non-records, and the role of EDMS.

Click the buttons to learn more!

EDMS

03 Cleaning

F.A.Q

When there is no legal hold, you can delete or recycle transitory records or non-records without seeking approval from Records Management.

According to RS 1, routine administrative business and communications have a retention period of ACT + 3CY (max).

Generally, only transitory records or non-records should be stored on computer drives, since official records are submitted to EDMS to be maintained.

Learn More

What can be stored on computer drives?

Learn More

Learn More

How long should items be kept?

Can I delete or recycle this document or file?

Click and to learn more!

03 Cleaning

Proactive Measures

2

3

4

Use a bright or bold color to clearly mark any paper copies with "COPY" on the front for easy identification.

Go through files and delete anything that is no longer needed, such as outdated documents, duplicates, or temporary files.

Add indicators such as "_EDMS" to the end of file names to show that they are complete and have been submitted.

Align naming conventions with EDMS indexing for consistency and improved searchability.

1

Clearly Label

Review & Delete

Completion Status

Match Indexing

5

Visit the RM Intranet Page for useful resources or reach out to the RM Team for questions.

Help & Resources

The goal of file management is to balance maintaining needed files with deleting or recycling them when they are no longer useful.

True or False

Choose whether each statement is true or false to receivethe third, and last, number and finish the game!

START

question 1/5

All agency records must be submitted to EDMS for storage.

TRUE

False

True/False

question 2/5

According to agency policy, general communications should be retained for a minimum of 5 years to be compliant.

False

True

True/False

question 3/5

Non-records, such as copies and drafts, are essential for documenting agency business and have to be submitted to EDMS.

False

True

True/False

question 4/5

Adding tags to the end of a file name is an easy way to identify documents that may be ready for deletion.

TRUE

False

True/False

question 5/5

Good file management involves maintaining every file created indefinitely.

False

True

True/False

ERROR!

Wrong!Oops! That's not quite right.Let's give it another shot.

ERROR!

TRY AGAIN

7

GREAT!

THE FIRST NUMBER IS:

Let's keep going!

0

GREAT!

THE SECOND NUMBER IS:

Almost there!

9

GREAT!

THE THIRD NUMBER IS:

You did it! Enter the numbers in order to finish the game.

ENTER THE SECRET CODE

Congratulations!

You have successfully completed all of the challenges and demonstrated your file management knowledge!

Contact:

  • General: DEQRecords@la.gov
  • EDMS: EDMSQuestions@la.gov
  • Public Records: PublicRecords@la.gov

Non-records, such as copies, drafts, and notes, are materials of short-term value that are not essential for documenting business activity.Delete or recycle non-records when no longer needed.

Non-records

Right!

Next

Right!

Next

Right!

Next

EDMS is the agency's official repository, so all records (items that document business activities or decisions) must be submitted for processing.

Right!

Right!

Next

Adding a tag like "_EDMS" or "_Copy" to the end of a file name can help quickly identify documents that may not be records and can be deleted when no longer needed.

Right!

Good file management involves structured organization to make access easier and regular file reviews and deletions to minimize clutter.

Right!

Right!

Next

Records, like inspections, permit applications, and notices, are any materials documenting business activities or decisions.Submit all records to EDMS.

Records

Visit EDMS

EDMS is the official digital repository of the agency where all business records must be submitted and maintained.

EDMS

Non-records, such as notes, drafts, and copies, are useful in daily operations, but do not serve to document agency business.

Right!

General communications, including drafts, convenience copies, calendars, and logs can be kept up to 3 years, but they should be deleted or recycled within that time period when no longer needed.

Right!

Transitory records are temporary and not essential for documenting business; they are eventually replaced by finalized records.

Transitory

Examples:Video of a Meeting Before Final TranscriptDrafts Before Final Version

&

Non-records

Non-records have temporary value, do not have to be kept for legal or financial reasons, do not document business, and lack "transitions."

Examples:Duplicates/Convenience CopiesCalendarsPersonal Documents

  • Drafts
  • General correspondence
  • General office documents
  • Convenience copies

Routine Administrative Business & Communications

Retention Schedule

View the Retention Schedule

General communications that are not substantial to the agency's operations or already documented elsewhere can be kept for the current year and up to three more years.These items may be deleted or recycled when no longer useful.

RM Intranet

Contact Records Management

  • General
    • DEQRecords@la.gov
  • EDMS
    • EDMSQuestions@la.gov
  • Public Records
    • PublicRecords@la.gov

Unsure about deleting or recycling?