Growing the Business
Electronic Ways of Working (e-WoW) – Storing and Filing Information
Storing and filing documents correctly makes them easier to find again. Many of our documents (especially those related to finance, HR and operations), need to be kept for many years. It is important that we store them in such a way that others can retrieve them. By document, we mean any of a wide variety of electronic file types such as word-processing files, text files, spreadsheets, presentations, drawings, databases and emails (the same principles apply to documents on paper or other media too).
To help people (now, or perhaps well into the future) to find the document they are looking for among the many millions that WJ generates, we need to label them properly, and store them in the right place.
Our network uses a range of technologies for storing information: IMS, Z Drive, U Drive, Office 365 Team sites, personal file store in Documents, as well as Outlook.
Storing Significant Information
It is vital to ensure that significant information is stored in the right shared areas. This enables us to:
- Keep related information together for easy browsing and searching
- Make the information available to those who should have access to it
- Protect it from those not authorised to have access
- Preserve it for an appropriate period of time.
Alternative Storage Areas
Keeping important company information in Documents or individual email accounts is bad practice. It prevents us from sharing, protecting and preserving information effectively. It also makes it much harder to comply with legislation especially GDPR. For this reason, storing WJ information on clients’ systems is strongly discouraged except where absolutely necessary.
Managing Shared Areas
Directors and Managers in collaboration with IT, need to structure their shared areas properly, whatever the technology, to ensure that these conform to the overall policy and with the needs of the business unit they serve. It is then up to all of us to use them well.
What you need to do (applies to all users of WJ systems)
These few basic rules will help you, your colleagues, your successors, and the company generally:
- Ensure that you understand the way that shared storage areas are used within your team
- Understand where existing information related to your work can be found, and where new information should be stored
- Use the shared areas for all information of significance, seeking advice from your Director or Manager where necessary
- Ensure that the shared storage areas provide appropriate access to those who should see them, but not to those who shouldn’t.
Sean Kelly MBE
Chief Information Officer