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Hints and tips for effective file storage

As part of the Digital Workplace Programme the University is working to ensure staff have access to their files from any location, at any time and as part of that, we will migrating the J and G drives to SharePoint and One Drive.

The migration is a perfect opportunity to delete items which no longer need to be retained. There are lots of benefits to doing this, which will save you time and assist Queen Mary to function more efficiently.

Effective file storage facilitates sharing of information, reduces costs, reduces duplication, supports decision-making and saves staff time. Here are some of the many advantages of good records management throughout their lifecycle:

 

  • Helps you do your job better. It supports ease and efficiency of working and decision-making
  • Enhances collaboration between your team and other teams by allowing multiple users to work from the same document at the same time
  • Saves you time by ensuring you can find the information you need easily, when you need it and isn’t wasted searching for information that may not be there or wading through stuff that could have been destroyed
  • Protects you and Queen Mary by providing evidence of people’s rights and entitlements, and shows what was done and why
  • Reduces costs, particularly those related to space, by ensuring you don’t keep any more records than you have to, and that you know when you can delete or destroy them
  • Helps Queen Mary to comply with its statutory obligations under the Freedom of Information Act 2000Environmental Information Regulations 2004 and Data Protection legislation
  • Maintains the corporate memory
  • Provides records on which you can rely, both by helping you find the appropriate version and by giving records a high value as evidence if they are needed in a court of law or by an auditor

 

Storage, including electronic storage, and legacy systems can cost a lot to maintain and migrate. Searching through them is also time-consuming and expensive. In addition, keeping information longer than necessary may expose Queen Mary to risk. The Records Retention Schedule lists all the types of records and their retention periods. Remember that the retention period for copies will be much shorter than that for the master version. Information should not be kept “just in case it might be useful one day!” Very few records require permanent retention and their relevance diminishes as time passes. There are also not that many statutory requirements to retain records.’

 

Useful Links

Records Management

Records management: dos and don'ts

Data Protection

 

 

If you have any question please do contact the Project

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