File Management

File management

The organisation of computer or paper files. Organisations will put their own procedures in place to ensure that files are stored properly.

File locations

Information should be given on where files should be stored, e.g. on the server, in which location and whether an external storage device is required

File names

Files should be stored in named folders with appropriate file names that will make it easy to find them

Version control

This is how different versions and drafts of a document are managed. It involves a process of naming and distinguishing between a series of draft documents which lead to a final version. It provides an audit trail for the revision and update of draft and final versions.

Routine Maintenance

Information should be provided to staff about deleting unnecessary files, as storage may need to be freed up on the server

Designated member of staff

A designated member of staff or team should have responsibility for data management to ensure that a consistent approach is taken by all staff

Back-up procedures

Back-up copies should be made on a regular basis and staff should know the procedure for this. Some servers may automatically back up data on a regular basis.

Restricted access

Users login credentials will only allow access to the files needed to perform their work. For paper documents, locked filing cabinets and a record of which files have been issued and to whom should be in place under the supervision of a designated employee

Consequences of poor file management

• time will be wasted looking for files should they not be saved in the correct location, this will lead to stress for staff

• a single document could be saved in multiple different locations. This will waste valuable server space which could be used more productively

• different versions of documents could be saved in different locations. Employees cannot guarantee the document they are working on is the most up to date. This could lead to work being duplicated

• relationships with customers could deteriorate as they may complain if information cannot be found

• computer systems could slow down as the server is holding too many files

• there could be potential legal implications from breaches of Data Protection Act such as fines, which could prove costly for the organisation and damage the business reputation

• wrong management decisions could be made if out-of-date information is used