University Secretary

There are various ways of reducing the time you spend searching for information, such as:  

a.   Systematic arrangement

Ensuring all your documents have been arranged systematically. Ideally you should use the same structure for all your information (e.g. paper files, electronic documents, emails), and then you will only need to learn one system - see example.

b.  File labels

Labelling your paper files consistently and helpfully (see example).

c.  Naming conventions

Developing naming conventions for your electronic documents to make the retrieval of information faster and simpler (see the Factsheet: Naming Electronic Documents and Folders).

d.  Version control procedures

Applying version control procedures to documents that are regularly revised, so the current versions can be readily identified (see managing electronic records). 

e.  Retention periods

Not keeping any of your information longer than necessary - the more you keep, the longer it will take to locate individual items.  Establish for how long your major categories of records need to be held, and make sure you discard them promptly once the retention period has expired (see retention schedules and the retention requirements flowchart).

f.  Duplication

Avoiding unnecessary duplication: make sure information to which several members of staff require access is held within a shared folder, so there is no need for each person to retain a personal copy.