File Management

Question 1

Naming Conventions

Answer 1

Naming folders and files in a consistent, logical and predicable way means that information may be located, identified and retrieved by as quickly and easily as possible. Names should be short but indicative of what the file includes.

Question 2

Version Control

Answer 2

The first version of a document should be labelled version 1 within the document. Any major changes and the label should be changed to version 2 etc.

Question 3

Restricted Access

Answer 3

Confidential, private or sensitive information will be saved in areas of the network where access levels are restricted using an employer’s username.

Question 4

File Location

Answer 4

information should be given on where a file should be stored, for example, on the server, in which location and whether an external storage device is required.

Question 5

Housekeeping
Files are in the correct folder…

Answer 5

Employees should be keeping their area of the network tidy. They should check through their files to ensure they have been placed in the correct folder, and if not, move them to the correct place.

Question 6

Housekeeping
Files are archived or deleted…

Answer 6

Employees should be checking through their files to ensure any old information that might still be needed is archived and information that is no longer needed is deleted.

Question 7

Back up procedure

Answer 7

Files should be backed up regularly and staff should know the procedure for this. Some servers may have an automatic back up procedure. This means that a back-up copy is available if information is lost or removed by accident or due to an IT issue.