Make sure that the electronic filing system meets the needs of the office, that all documents have a place in the system and that everyone understands and buys into the system. The inclusion of this parameter in your policy will help you meet your legal requirements to capture records as set forth by the Official Records Act. Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. The electronic filing system is a great way to keep information close by without taking your filing cabinet with you. The inclusion of this designation may also make administration of your web site records easier. Electronic records need to be filed with the same logical approach, by utilizing consistent file-names and logical filing structures. Finding your information is going to be difficult or impossible if your folder names aren’t logical. To make sure operations runs smoothly, organizations are creating and relying on increasing volumes of electronic records, but when it comes to storing and accessing those documents, records managers need to carefully consider how to identify content and maintain those structures. \ : < >. If your files and folders are already disorganized—it will take forever to clean up. Determining the official copy. Figure 1 An example of file hierarchy structure and ways to sub ‐categorize for a shared drive network. Keep the two types of information separate in your business filing system. For more information on the legal framework you must consider when developing a file naming policy, refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records. The policy should be simple and straightforward. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. Filing receipts and invoices properly is one of the most important things a small business needs to do. 651-259-3015 • 844-667-8679. Brookhaven National Laboratory (BNL) Web Communication Standards. More details. The policy should work with your computer infrastructure, so that you can monitor policy compliance, manage records and records series, gather metadata, and perform other administrative tasks easily and in compliance with all legal requirements. Then, all staff should be provided training and/or written guidelines on how to use the electronic folder structure, including the intended scope of key. 1. These first steps involved creating an information framework, designing the folder structure and establishing user permissions. If dates of creation are used, these can make following retention schedules easier. Great file structure begins with document management. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. Funding provided by the State of Minnesota, the Legacy Amendment through the vote of Minnesotans on Nov. 4, 2008, and our generous donors and members. File Naming 3. Your employee information will contain their job applications, resumes, tax/pension forms, personal details etc. Set technical controls, where appropriate, to limit who can create, move, revise or delete folders, sub-folders and documents on the system. How you organize your files can also have an impact on complying with legally mandated retention periods. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. File names should be simple and easy to understand. Anyone who has been working in the field for long will be familiar with the refrain, “senior management does not understand why records management is important!” In recent years, the challenge of demonstrating the value of RM has been compounded by the emergence of electronic document and records management systems (EDRMS).Read More, In a three-part post we are looking at the role of metrics in demonstrating the value of RM, specifically in organizations that have implemented an electronic records management system. © 2020 TAB Records Management Blog | TAB OnRecord. How to create a folder structure diagram Examples are tax returns, medical records, academic … What information is most important to capture in the file name itself? For example, if you want to include the project number, don’t limit your project numbers to two digits, or you can only have ninety-nine projects. A filing structure will only be effective if users are able to use it. For example, you may currently publish official statements or press releases on paper, but in the future, you may publish such records on the web. When filing electronically: You must provide a copy of your Forms W-2 to the authorized IRS e-file provider before the provider sends the electronic return to the IRS. As part of your web content management (see the Web Content Management chapter of these guidelines), you should include in your policy which web site files are official records, and which version of the electronic file is the official record. All Rights Reserved. When you’re drafting those names, or assessing existing ones, keep these points in mind: In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. Determine if members of the intended user group store and retrieve documents according to the same folder structure. It has always been a challenge for records and information management (RM) professionals to demonstrate the value of their work to an organization. 345 W. Kellogg Blvd. This will help ensure the long-term usefulness of your records and help you to meet legal requirements for accessibility (for public records) and accountability, as well as protect not-public records. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. An electronic filing system utilizes an electronic device, such as a computer, to store and organize files for easy access. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. Six steps to improve your file classification- Part 1, Guidelines for making the most of your electronic folder structures, Four reasons to consider a centralized filing system, Want to Get Your Shared Drive Under Control? Project or experiment name or acronym 2. In most organizations, the policy for naming a file (and hence a record) is left to individuals or to groups of individuals (e.g., departments, committees). Manual and electronic filing of documents within folders with restricted access will be carried out by relevant senior officers, with the assistance of members of the admin and clerical team where required. A nonexistent or messy filing system can add days of extra effort at income tax time as you don't want to miss out on tax deductions because of missing receipts. Variations include YYYY, YYYY-MM, YYYY-YYYY. 651-259-3000 • 1-800-657-3773, Box office: Ease of administration. To keep the file structure clear and manageable, permissions to create folders in the top levels should be limited to specific staff members with administrative authority. ), Becoming Minnesotan: Recent Immigrants and Refugees, Stories of Minnesota's Greatest Generation, Stories of LGBTQ Communities in Minnesota, Teaching Native American History and Culture, Minnesota Center for Social Studies Education (CSSE), Preserving and Disposing of Government Records, Differences Among File Names, File Paths, and Addresses, Naming Conventions for Electronic Records, BCR’s CDP [Collaborative Digitization Program] Digital Imaging Best Practices Version 2.0, File Naming Conventions and Directory Structure, File Naming Conventions for Digital Collections, Center for Archival Resources On Legislatures (CAROL), Version number (e.g., version 1 [v1, vers1]), Date of creation (e.g., February 24, 2001 [022401, 02_24_01]), Name of creator (e.g., Rupert B. Smith [RBSmith, RBS]), Description of content (e.g., media kit [medkit, mk]), Name of intended audience (e.g., general public [pub]), Name of group associated with the record (e.g., Committee ABC [CommABC]), Release date (e.g., released on June 11, 2001 at 8:00 a.m. central time [61101_0800CT]), Publication date (e.g., published on December 24, 2003 [pub122403]), Project number (e.g., project number 739 [PN739]), Department number (e.g., Department 140 [Dept140]). Conduct a regular review of folder content in order to identify and purge unnecessary copies, drafts or other “non-record” material; periodically update folder titles to reflect changes in terminology and organizational names. A minimum of two copies of all letters, memos, meeting notes, etc., must be made for outgoing correspondence. Creating a File System on Mac: Choose what files you want to organize. When creating a file name policy the following suggestions should be considered: As you develop your policy, you will also need to address the following: Persistence over time. One such example is the use of electronic filing in Human Resources. Close Out Process Electronic Records Training . There are some documents you will want to keep physical copies of, but for some of your paperwork, you could shred the physical copy and have the paper recycled. How will staff members and the public access and open files in the short-term and long-term? For example, if all the records in a specific records series are easily identifiable by file name, they will be easier to gather and manage. In Your checklist for designing electronic folder structures that work you learned how to make sure electronic folder structures support your records management program and incorporate a design that makes retrieval intuitive. 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