Best Practice -> Organization of Digital Records
It is recommended that each university unit develop standards for digital directory and file naming conventions. Designing a file structure builds upon the initial outlining of record types and systems.
Some recommended steps:
- List primary functions and activities of the office.
- Create directories based on the primary functions and activities.
- List secondary activities.
- Establish sub-directories for secondary activities.
- Use consistent terminology.
- Coordinate terminology with existing paper recordkeeping system if applicable.
- File digital records by their function and purpose.
- As new projects and activities are introduced to the unit, evaluate what changes need to be made to the structure to accommodate the new activities.
- Keep in mind that managing digital records over time is an ongoing task. The directory structure should not be viewed as a static entity.
- Often it is best to assign one person to oversee the recordkeeping activities in the office.
To illustrate, below is an example of a portion of a directory structure for the central office files of an academic unit.
Central_Files
{Main Root Directory}- Admissions {Directories based on primary business functions}
- Aca_Advising
- Curriculum
- Curr_Committee {Secondary directory based on associated business activities}
- Course_Approval
- Course_Catalog
- 1998-1999 {Tertiary directory based on academic year}
- 1999-2000
- 2000-2001
- doc#1.doc {Documents based on subject}
- doc#2.txt
- doc#3.doc
- doc#4.ppt