Best Practices for Organizing Departmental Content

This guide helps users transition from older storage solutions by identifying, organizing, and archiving files based on their relevance, compliance needs, and duplication status. It provides best practices for preparing, migrating, and maintaining archived data using Microsoft 365 tools like SharePoint and OneDrive.

Step-by-Step Guide for Organizing Departmental Content

Contents

1. Establish a Clear Folder Structure
2. Determine Where to Store Content
3. Organizing Files Effectively
4. Best Practices for Collaboration and Maintenance
5. Visual Representation of a Sample File Structure

 

Establish a Clear Folder Structure

Define a Consistent Folder Hierarchy

• Identify key content categories relevant to your department, such as:
  • Administrative Documents
  • Project Files
  • Policies & Procedures
  • Archived Records
• Create top-level folders based on major functions or responsibilities.
• Maintain a uniform folder structure across all departmental storage locations.

Use Standardized Naming Conventions

• Use clear, consistent folder and file names that reflect content purpose.
• Avoid special characters and overly long file names.
• Include relevant metadata in file names, such as:
  • Document type (e.g., MeetingMinutes, BudgetReport)
  • Date format (YYYY-MM-DD) for easy sorting
  • Version number (_v1, _v2, _final)

 

Determine Where to Store Content

Use the Right Storage Solution

• OneDrive - Personal work files, drafts, and temporary documents.
• Teams - Collaboration files for ongoing projects or team efforts.
• SharePoint - Department-wide resources, policies, archives, and official records.

Set Up Permissions and Access Control

• Ensure sensitive or restricted files have appropriate access settings.
• Use SharePoint permissions to control who can view or edit department-wide files.
• For Teams, create private channels for confidential projects and discussions.
• Regularly audit file access to ensure compliance and security.

 

Organizing Files Effectively

Reduce Clutter and Eliminate Duplicates

• Remove outdated or redundant files.
• Archive old but necessary documents in a designated storage location.
• Avoid creating multiple copies of the same document. Use links or shared storage instead.

Implement Version Control

• Always use the built-in versioning features in OneDrive, Teams, and SharePoint (examples: automatic saving, track changes, version history)
• Label documents properly when making edits (examples: Draft, Final, Approved).

Tag and Categorize Files for Easy Searchability

• Use metadata and tags in SharePoint to classify documents.
• Implement a clear file-naming standard that aids in quick searches.
• Encourage users to add meaningful descriptions when saving files.

 

Best Practices for Collaboration and Maintenance

Establish Clear Ownership and Responsibilities

• Assign document owners who are responsible for keeping files up to date.
• Define roles for who can edit, approve, or archive documents.

Encourage Collaborative Workflows

• Utilize Teams for real-time collaboration on departmental projects.
• Use SharePoint’s co-authoring feature for simultaneous editing of files.

Schedule Regular Content Audits

• Conduct semesterly or annual reviews to declutter and archive files.
• Ensure compliance with Mines' data retention policies.
• Reorganize files as needed to keep content structured and accessible.

Visual Representation of a Sample File Structure:

Additional Resources

• Why Are We Moving to the Cloud? Transitioning to Cloud Storage at Mines
• How to Review & Organize Your Files Before Migration
• Best Practices for Organizing Departmental Content
• How to Archive Old Data Effectively
• Understanding File Permissions and Sharing in OneDrive and Teams