File Management Flashcards
Features of good paper-based file management
Avoid over-filing folders.
Use lockable cabinets for sensitive documents.
Employ a sign-in/sign-out system for important documents.
Shred old files/documents.
Features of good electronic file management
Back-up files regularly.
Save files in folders with appropriate names.
Archive/delete old files.
Set rights access/password protect files.
Update anti-virus software.
Use version numbers on files (e.g. v1.1, v1.2)
Name file appropriately.
Benefits of good file management
Ensures files are not lost.
Saves time looking for documents.
Ensures files don’t fall into the wrong hands.
Protects files, and the organisation overall, from cyber-attacks.
Protects sensitive employee information.
Files should be up to date.
Staff will be less stressed as files are organised.
Consequences of poor file management
Wastes time for employees looking for documents.
Wastes space on the network holding unnecessary files.
Stressful for employees looking for files.
Duplication may mean staff don’t work on up to date files.
More chance of lost files or information security breaches.
