Archive for October 23, 2014

Folder Structure and Management

Looking for files can be time consuming and filled with frustration. This can be minimized by establishing an organized folder structure to maintain all files.

 

Here are some hints for effective folder structures:

  • Retain files in folders on a shared drive or in the Cloud so all Staff can access the information
  • Create a folder structure and organization that aligns with your organization’s business needs
    EXAMPLE: Follow an approach similar to how a library organizes its books: by topic and category
  • Ensure the folders’ names represent the files that will be included within each of them
  • Utilize sub-folders to further organize files within the established folders
  • Validate with others within your organization to ensure the folder structure and organization is logical and concise

Aldridge Kerr can assist you in establishing clearly defined folder management. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

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Version Control

Version control is the management of changes to documents, files, etc. It is a key component to File and Folder Management and it is often not clearly defined and managed within an organization. Without a clearly defined approach to version control, critical previous data can be lost or compromised.

Here are some hints to effectively implement version control for your organizations’ documents and files:

    • Every time a file is updated and/or revised, a new version of the file should be created and the previous version retained
    • Establish consistent version control requirements

EXAMPLES: Use the most recent/current date in the file name every time the file is updated and/or revised

  • Do not use version numbers within the file name as part of your version control. It can become confusing as to what number is next if you have multiple Users and Subject Matter Experts providing input to a file
  • Define the record retention requirements on previous versions of files, keeping in mind that previous versions may need to be accessed for clarification, reference to previous changes, etc.

Aldridge Kerr can assist you in defining and implementing version control within your organization. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

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Naming Conventions for File

Have you established naming conventions for your files? If you don’t know what a naming convention is, then you probably haven’t done so. (A naming convention is an established standard by which a file is named.)

Aldridge Kerr encourages its Clients to establish clearly defined file naming conventions. Here are some hints that should be helpful:

  • Establish a file naming convention based on the type of file so that all files of the same or similar type follow the same naming methodology
  • Be consistent across related types of documents
  • Avoid using acronyms within a file’s name unless it is a broadly used acronym (i.e., IBM)
  • Ensure the file’s name clearly represents what is included within the file
  • Distribute the file naming conventions to all Staff so there is consistency in usage
  • Review routinely the naming conventions for relevancy and accuracy

Aldridge Kerr can assist you in defining and implementing file naming conventions. Contact Charlene Aldridge at 972.447.9787 or CharleneAldridge@aldridgekerr.com to discuss how we can assist you in improving how you do what you do.

And, be sure to sign up for our newsletter