Embedded Files
File Storage Guidance
File Storage Guidance
Use the file and folder naming convention below!!!!
Google Workspace leverages the search function for finding files and folders -- always think about how to name a file name or folder to make it as searchable as possible.Â
Store ALL your work files in our Shared Drives. If you absolutely must store files in your My Drive, do so sparingly. Do not store any files locally on your computer. Install Google Drive for Desktop on your work computer, Drive on your other devices, and sync them with your @thecollaborative.us Google Workspace account.
Use a Shared Drive when you're working with others who need access to the same files, most of your files are shared with the same group of people, your files share a consistent theme or topic, or the content you want to store isn't personal and is of interest to a specific team or group.
Within your Shared Drives and My Drive use a logical folder structure with short, helpful, searchable folder names that follow the file naming conventions. Create new folders using categories or dates as needed.
Use subfolders and use Final, Draft, and Archive folders as needed.
Whenever possible, use Google Docs, Sheets, Slides, etc. to create your files or use Word or Excel because they can be edited within Google Drive.
When you need the same file in more than one place, use a shortcut to the file in the subsequent locations instead of creating a separate copy of the file. If a grant file is not allowed to be renamed, create a shortcut for the file and rename the shortcut using the file naming convention.
Use the file and folder naming convention below!!!!
File Retention Guidance
File Retention Guidance
Exactly what records you keep on file and for how long will vary according to the work you do. Whenever appropriate, move files into archives folders to keep Shared Drive main folders as relevant as possible. Reasons for keeping records include:
We need the information to carry out our business.
There is a legal requirement to keep the information.
We need the information for financial purposes.
We will need the information to explain why we arrived at a particular decision.
We will need the information if our decision is challenged in court.
We will need the information to be publicly accountable for our policies and decisions.
We will need the information to help us deal with similar situations in the future.
We will need the information to defend our rights and responsibilities, or the rights and responsibilities of others.
The information has value for historical research purposes.
Folder & File Naming Convention, Abbreviations Key & Tutorials
Folder & File Naming Convention, Abbreviations Key & Tutorials
Use Advanced Search Tutorial
Use Advanced Search Tutorial
Google Drive How To's Playlist
Google Drive How To's Playlist
Sources
Sources
Guidance documentation and file naming convention adapted from:
EZ Computer Solutions' 11 Best Practices for Organizing Your Business Files & Folders
HuriDocs' Resources for Information Management and Preservation on File Naming Conventions
The University of Edinburgh's Practical Guidance on Managing Records
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