Organize the common file directory structure of the Agency enhancing ease of access to all files, increasing efficiency, and reducing file storage size
Problem Identification
- Staff have files stored in personal “silos”
- Difficulty immediately finding desired files
- Files stored in local directories that are not backed up
- Files stored in more than one location
- Some directories and sub-directories have the same name
- No standard file naming nomenclature to ensure document evolution
- Excessive storage needed due to files being stored permanently that should be in temporary “junk” directories
Service Goals
- Memorialize existing directory structure
- Based on needs identified by Staff, develop a structural outline of the desired common directory using a minimum of “primary” directories
- Do not delete any file currently stored by the organization
- Establish approved structure on a common drive
- Advise staff on the procedures to move files to the new common structure
- Establish standard file-naming nomenclature for frequently used files
Deliverables
- The new directory structure stored on a common drive
- A PPT summary of the process and recommendations for maintenance of the common directory structure and a standard file naming nomenclature