File Management (Updated)

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!

Finish Game

START

01Managing Drives

02Naming Files

03Cleaning Storage

01 Managing Drives

Effective File Management

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

Well-organized drives improve workflow and collaboration.

Structured computer drives streamline document organization.

Click the to learn more!

Clear organization enhances document retrieval and sharing.

Good file management minimizes time wasted searching for documents.

01 Managing Drives

Organizational Structure

Key Principles of Organizing Folder Systems

Click the to reveal an example folder structure!

Main FolderAI 83609

SubfolderPermits

SubfolderReports

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.

Logical Subfolders

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

Folder Names

File

01 Managing Drives

Best Practices

Consistent Naming Conventions

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

Minimize Complexity

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

RegularMaintenance

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

QUIZ

Complete the quiz, and get the first number towards completing the game!

start

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.

Quiz

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

next

RIGHT!

Quiz

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

Quiz

question 3/5

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

Increased difficulty in locating documents

Enhanced organization

Simplified navigation

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.

Quiz

question 4/5

Why should you avoid naming folders after specific people?

It improves document retrieval efficiency

It can cause confusion and lessen relevance

It helps personalize the folder structure

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?

Date, subject, or project

The file type(s)

Document or folder color

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.

Try Again

Quiz

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

7

Great Job!

THE FIRST NUMBER IS:

Let's keep going!

02 Naming Files

Naming Conventions

Why does a naming convention matter? Click the file to learn more!

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

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 the document been reviewed and submitted to EDMS?
• The file would have to be opened to determine the content.

02 Naming Files

Naming Elements

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

Indicates when the file was created (YYYYMMDD format)

• Example: 20240312

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

Date

LAG001234_InspectionReport_20240312

Code

Subject

02 Naming Files

Best Practices

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

Eliminate spaces where possible.

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

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

Include version or revision numbers to help track changes.

6

5

4

3

2

1

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

Correct Name

question 1/5

Which file name adheres to naming conventions?

PROJ001_FinancialReport_20220315

Project 1 Financial Report March 15

Correct Name

question 2/5

Which file name adheres to naming conventions?

Presentation1

Presentation_ProductLaunch_20231005

Correct Name

question 3/5

Which file name adheres to naming conventions?

CUS123_SurveyResults_20220228

CustomerSurveyResults_2022Feb28

Correct Name

question 4/5

Which file name adheres to naming conventions?

MeetingMinutes_RMTeam_20230910

Meeting_Minutes_Team_2023

Correct Name

question 5/5

Which file name adheres to naming conventions?

Invoice_ClientA_20220405

Invoice for Client A April 2022

Try Again

Correct Name

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

0

Great Job!

THE SECOND NUMBER IS:

Almost there!

03 Cleaning Storage

Records & Non-records

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

EDMS

RECORDS

Click the buttons to learn more!

NON-RECORDS

03 Cleaning Storage

F.A.Q

Click and to learn more!

Q.

What can be stored on computer drives?

Q.

How long should itemsbe kept?

Q.

Can I delete or recycle this document or file?

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

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

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

03 Cleaning Storage

Proactive Measures

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

Click the buttons to learn more!

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

1

Clearly Label

2

3

4

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.

Review & Delete

Completion Status

Match Indexing

5

Help & Resources

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

True or False

Choose whether each statement is true or falseto receive the third, and final, number!

start

True/False

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.

True

False

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.

True

False

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.

True

False

Try Again

Quiz

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

9

Great Job!

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

All Presentation Illustrations by Storyset

Right!

Next

Right!

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• Drafts
• General Correspondence (e.g. routine administrative conversations)
• General Office Documents (e.g. calendars, sticky notes, personal notes)
• Convenience Copies

Routine Administrative Business & Communications

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.

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

Right!

Right!

Next

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!

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!

If you have any questions or concerns about records, contact the Records Management team!

Records Management

Unsure about Deleting?

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

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

Records

Submit Doc

Click the image to enlarge.

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

EDMS

EDMS

Click the image to enlarge.

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!

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

Right!

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

Non-records

Examples:Duplicates/Convenience CopiesCalendarsPersonal Documents

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

Transitory

VS

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