Author: Lisa Rothmuller
File and folder organization can hinder or help efficiency depending on how an organization sets up their naming conventions. Commonly an organization will assign files to a user: thus implying files should be stored within a user’s folder.
Different Needs Between Departments that Share Data: Users like to add and maintain “their” queries and reports in their own folders, therefore not always conforming to a global naming convention.
No Universal Policy: Set standards are not in place to inform users of the proper method to store files.
Users from a particular organization implemented different naming conventions for reports and images without a specific protocol in place. When writing reports, the reports were saved within unique users folders rather than folders designated for specific processes. Due to a lack of global conformity, users were forced to resort to considerable scrolling to find the right report.
File Duplication: If a file is stored to a particular user’s folder, and a new user does not have access or rights to that folder, the new user may recreate the file within their own folders, taking up unnecessary extra space.
User Efficiency: Storing files and folders in an unstandardized manner will lead user to be inefficient when completing their work. If a user must search in multiple locations before they find what they need, then time available to complete other tasks is significantly reduced.
Create folders that represent processes rather than individuals: Determine and enforce universal naming conventions for each folder that is created for a particular process. Audit Periodically: Periodic audit of folders can keep these files under control.