Reference management tools can be used to store references, and to organise these using features such as groups, labels, and notes. These tools also integrate with word processing software such as MS Word to easily create in-text citations and reference lists using the style needed, e.g. APA, Harvard, or Vancouver.
If your workplace is large, or well established, chances are, you will have an existing file directory in a shared drive to use for storing organisational documents. However if you do need to create folders, avoid making your file directory overly complex; too many folders can mean documents can be stored in more than one location. Also, choose names that resonate with others who will need to access this information. Common practice for folders is to use events, such as 'staff meetings' or processes such as 'evaluation'. This helps others to easily locate required information and to find similar documents.
For your own documents, the general rule is to think about how you mentally structure your information, and match your folder structure to this.
Common principles for naming files are:
TIP: Archive completed pieces of work. This also enables current work/documents to be more easily located.
The reasons for maintaining data security are various – a few examples are complying with the Privacy Act, protecting commercially sensitive information, as well as non-confidential information that is essential to carry out business functions.
Data security refers not only to protecting data from unauthorized access, possibly resulting in modification or disclosure, but also from corruption and loss such as from malware infection.
Regular back ups are necessary to avoid loss of documents, and more than one back up copy is advised. This is also important, even for a short-term project. It is recommended to store files on a network drive, and an external storage device such as a portable hard-drive, and often a copy offsite, or in another building, with appropriate access restrictions is also necessary.
Cloud storage for backup is a good idea because it's independent of your physical devices (in case of damage or lost devices). However there are instances when cloud storage is not appropriate. Careful consideration is required because of varying privacy policies. Check that the terms and conditions of the provider are suitable for your needs. Things to consider are their backup policy, and who has access to your data.
TIP: Turn off your work computer at the end of the day, as shutting down and disconnecting from the net lessens the window of availability for scammers to access your data.