File Management (Updated)

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.

File Management

03 Cleaning Storage

02Naming Files

01Managing Drives

START

Finish Game

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!

Index

Good file management minimizes time wasted searching for documents.

Clear organization enhances document retrieval and sharing.

Click the to learn more!

Structured computer drives streamline document organization.

Well-organized drives improve workflow and collaboration.

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

Effective File Management

01 Managing Drives

File

Folder Names

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

Logical Subfolders

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

Folder Hierarchy

Create a clear folder structure to categorize content.

Subfolder Reports

Subfolder Permits

Main Folder AI 83609

Click the to reveal an example folder structure!

Key Principles of Organizing Folder Systems

Organizational Structure

01 Managing Drives

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

RegularMaintenance

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

Minimize Complexity

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

Consistent Naming Conventions

Best Practices

01 Managing Drives

start

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

QUIZ

To facilitate easy organization and retrieval of documents

To increase clutter and confusion

To discourage collaboration among users

What is the primary purpose of organizing files into folders?

question 1/5

Quiz

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

Quiz

RIGHT!

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Incorporating random numbers and symbols

Using cryptic and obscure names

Employing descriptive and easily understandable names

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

question 2/5

Quiz

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

Quiz

RIGHT!

next

Simplified navigation

Enhanced organization

Increased difficulty in locating documents

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

question 3/5

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

RIGHT!

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It helps personalize the folder structure

It can cause confusion and lessen relevance

It improves document retrieval efficiency

Why should you avoid naming folders after specific people?

question 4/5

Quiz

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

Quiz

RIGHT!

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Document or folder color

The file type(s)

Date, subject, or project

What should be considered when naming and organizing subfolders?

question 5/5

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.

Quiz

RIGHT!

next

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

Quiz

Try Again

Let's keep going!

THE FIRST NUMBER IS:

Great Job!

• 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.

Contract.v1.1.3.Final Final Draft.docx

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.

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

Naming Conventions

02 Naming Files

Subject

Code

LAG001234_InspectionReport_20240312

Date

Clearly describes the content or purpose of the file.

• Example: Inspection Report, FIF

A unique identifier or reference number for the file.

• Example: A permit number

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.

Naming Elements

02 Naming Files

Avoid abbreviations or acronyms that are not universal.

Include version or revision numbers to help track changes.

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

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

Eliminate spaces where possible.

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

Best Practices

02 Naming Files

start

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

Correct Name

Project 1 Financial Report March 15

PROJ001_FinancialReport_20220315

Which file name adheres to naming conventions?

question 1/5

Correct Name

Presentation_ProductLaunch_20231005

Presentation1

Which file name adheres to naming conventions?

question 2/5

Correct Name

CustomerSurveyResults_2022Feb28

CUS123_SurveyResults_20220228

Which file name adheres to naming conventions?

question 3/5

Correct Name

Meeting_Minutes_Team_2023

MeetingMinutes_RMTeam_20230910

Which file name adheres to naming conventions?

question 4/5

Correct Name

Invoice for Client A April 2022

Invoice_ClientA_20220405

Which file name adheres to naming conventions?

question 5/5

Correct Name

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

Correct Name

Try Again

Almost there!

THE SECOND NUMBER IS:

Great Job!

NON-RECORDS

Click the buttons to learn more!

RECORDS

EDMS

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

Records & Non-records

03 Cleaning Storage

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

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).

Can I delete or recycle this document or file?

Q.

How long should itemsbe kept?

Q.

What can be stored on computer drives?

Q.

Click and to learn more!

F.A.Q

03 Cleaning Storage

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

Help & Resources

Match Indexing

Completion Status

Review & Delete

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

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

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

Clearly Label

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

Click the buttons to learn more!

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

Proactive Measures

03 Cleaning Storage

start

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

True or False

False

True

All agency records must be submitted to EDMS for storage.

question 1/5

True/False

False

True

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

question 2/5

True/False

False

True

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

question 3/5

True/False

False

True

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

question 4/5

True/False

False

True

Good file management involves maintaining every file created indefinitely.

question 5/5

True/False

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

Quiz

Try Again

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

THE THIRD NUMBER IS:

Great Job!

This page is password protected

Enter the password

Next

Right!

Next

Right!

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.

View the Retention Schedule

Routine Administrative Business & Communications

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

Right!

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

Next

Right!

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!

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.

Unsure about Deleting?

Records Management

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

Non-records

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.

Next

Right!

Submit Doc

Records

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

EDMS

EDMS

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

Next

Right!

Right!

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.

Examples: Video of a Meeting Before Final Transcript Drafts Before Final Version

VS

Transitory

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

Examples: Duplicates/Convenience Copies Calendars Personal Documents

Non-records

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