Recordkeeping In Brief 30 - Desktop management: Managing electronic documents and directories

• Overview
• Electronic document or electronic record?
• Electronic document management and recordkeeping
• Directory structures
• Naming documents

Overview

This Recordkeeping in Brief provides advice on managing electronic documents in public offices to support good recordkeeping.The guidance was first issued as a Guideline in 1997 and has been reissued as an RIB following substantial revision.

Electronic document or electronic record?

Electronic documents may be Word documents, spreadsheets, PowerPoint slides, reports from databases, etc. Many of these documents will become records once they have been submitted or used in a transaction, e.g. a draft letter is a document, once sent the letter becomes a record.

Electronic document management and recordkeeping

Capture documents in official recordkeeping systems when they become records. Policy and practices in your public office should make it clear what are records and how they should be captured into official recordkeeping systems. Keeping documents well organised and accurately named will make this process easier for users.

Directory structures

Set up network file directories that mirror the filing system. An example of this is shown below where directories are based on business functions and activities.

Naming documents

Make document titles meaningful and use corporate language tools where possible, e.g. corporate thesaurus, lists of standard file titles. Include details such as the subject of the document, version number, date, type of document, etc.

Examples:

• File note re ACME contract
• Minutes of focus group 241103
• Desktop management guidelines draft 1

Don't forget that the business context is provided by the controlled directory structure you have established.

© State of New South Wales through the State Records Authority, 2003.
This work may be freely reproduced and distributed for most purposes, however some restrictions apply.
ISSN 1440-3978