InfoSec: Strategies and suggestions for file management

As a department, keeping the documents everyone uses organized is key to information security and efficiency. Box, Google Drive, Google Team Drive, and your computer hard drive are options available to you for managing your files. While Box and Google are cloud-based (i.e., online), your computer hard drive provides you with a temporary local option for file management.

Strategies

Feature

Box* Google Drive

Your Computer Hard Drive

What is it? DePauw’s designated storage for work-related files and documents Provides several integrated collaboration tools (e.g., Google Docs, Sheets, or Slides) Simple local file storage
Where it excels Enables the secure access, management, and sharing of content (except for HIPAA information) Integration with Google Docs, search feature, Shared Drives

 

Temporary storage for carrying documents when you’re traveling without Internet access
Use it as Storing and organizing shared files and materials (e.g., your department’s Dept_XXXX Box folder)

Storing and organizing your own work files and materials (e.g., your P-XXXX Box folder)

Collaborative document editing (e.g., using a Google doc to co-write a report with a co-worker) Temporary storage
Who’s it for? Staff, Faculty, Students Students, Staff, Faculty Students, Staff, Faculty
Storage limit Unlimited Unlimited N/A
Supported platforms Windows, Mac, iOS, Android Windows, Mac, iOS, Android N/A
Access online box.depauw.edu drive.google.com N/A
Access as local “drive” Box Drive Google Drive N/A

*Box is not HIPAA compliant

Suggestions

  • Save all work files in a shared space where teams can easily store, search, and access them. We recommend using Google Team Drive because files in Team Drive belong to the team instead of an individual unlike files in My Drive that are tied to an individual who may move on to other projects or areas.
  • Create a file structure with nested folders that takes into consideration the current needs of your area. This structure may be based on how you file printed materials.
  • Establish guidelines for naming folders and files:
    • Make names meaningful, recognizable, and intuitive.
    • Keep names short so they are easier to read on a computer screen.
    • Avoid using folder names based on co-workers names. Instead, use folder names based on a program, activity, or function (e.g., Budget, Grants, Meeting Notes, Policies, etc.).
  • Train your co-workers on how to use the new file structure and naming guidelines. Discuss the following:
    • The benefit and importance of file management.
    • How what has been established is supposed to work.
    • The types of files that should be placed in each folder.
  • File documents in the right location when you first create them.
  • Use file extensions when saving documents (e.g., pdf, .docx, pptx, .rtf, .txt, etc.) to increase the ability to access from different computing environments.
  • Create shortcut links to documents that need to be in multiple locations instead of saving multiple copies of the same document. This way you will only need to update a document once when changes are needed.
  • Keep your file structure organized and efficient by archiving documents that are no longer needed on a regular basis.

References

  • “10 File Management Tips.” About.com. n.d. Web. 10 Sept. 2011.
  • “Electronic Desktop Management Guidelines.” Harvard University, Nov. 2001. Web. 10 Sept. 2011.
  • “File organization tips: 9 ideas for managing files and folders.” Microsoft.com. n.d. Web. 10 Sept. 2011.

Updated: 3/5/2021