Organise information
“Data is useless without the skills to organise, interpret, and act upon it."
Carly Fiorina, former CEO Hewlett-Packard
Organise information in the workplace
Every workplace relies on information, whether it’s documents, emails, data sets, project files, code repositories, or client records. Keeping this information organised is essential for efficiency, collaboration, and long-term success. Good info management isn’t just about filing things neatly. The better you organise information, the less energy you waste searching or redoing work—and the more you can focus on what actually matters in your job.
Staying on top of good information practices makes a difference.
Structure, smart organisation, and automation make work life easier and less frustrating. It streamlines your workflow and frees up mental space for problem-solving and strategic thinking. Info management helps you maintain compliance, protect sensitive data, and improve decision-making. It also makes you stand out as someone who understands how to manage workplace information effectively.
Click on the cards below for our top three tips around effective info management.
Storing and sharing information
Workplaces have established policies for storing and sharing data or information. These might be influenced by laws (such as privacy legislation) or internal policies on confidentiality, security protocols, and record-keeping. Understanding where and how to store files ensures efficiency, security, and compliance with workplace expectations.
Choosing the right storage approach
Unsure where or how to store a piece of information at work? Ask yourself these questions to choose the right approach:
File naming conventions
One often overlooked aspect of staying organised is how you name and manage your files. Good file naming conventions make it easier to locate and identify the right document at a glance. There’s no perfect way to name a file. However, consistent file naming ensures easy retrieval and logical storage. Your workplace may have a standard for this. If not, here are some best practices you can adopt:
1. Consistency
- Use the same format across all files.
- Stick to an agreed-upon structure (e.g., YYYY-MM-DD_ProjectName_Version.ext).
- Avoid mixing capitalisations or different styles (reportFinal, Report_final, REPORT_FINAL).
2. Readability & clarity
- Use meaningful names that describe the content.
- Avoid generic or vague names (doc1.docx, file.pdf).
- Use underscores or hyphens instead of spaces (Project_Report_2024.docx).
3. Date formatting
- Use the ISO 8601 standard (YYYY-MM-DD) for sorting accuracy.
- Example: 2024-03-01_ProjectName_V1.docx instead of Mar 1 24 Report.docx.
4. Version control
- Append version numbers (V1, V2, Final).
- If multiple rounds of edits occur, use:
- V1-0, V1-1 (for minor changes)
- V2-0 (for major changes)
- Avoid "Final_Final_REALLYFinal". Instead, use V1_Final.
5. Avoid special characters
- Stick to letters, numbers, underscores (_), and hyphens (-).
- Avoid characters like / \ : * ? " < > | which can cause issues in some systems.
6. Use standardised abbreviations
- Use agreed-upon short codes (HR_ for Human Resources, Fin_ for Finance).
- Example: HR_Policy_2024.pdf instead of HumanResourcesPolicyFinalMarch.pdf.
7. Make it searchable
- Include keywords relevant to the file.
- Avoid unnecessary words like "the", "a", "document".
8. Consider file type & purpose
- If dealing with multiple formats, include file types (Report_Draft.docx, Report_Final.pdf).
- For data files, include descriptors (SurveyData_2024_Clean.csv).
9. Use folder structures with naming
- Organise by projects, teams, or categories rather than relying solely on filenames.
- Example: /Projects/ /2024/ /Marketing/- 2024-03-01_Campaign_Plan_V1.docx
10. Automate where possible
Use scripts, templates, or tools like SharePoint naming policies to enforce conventions.
Version control
In collaborative work, version control is important. Version control is the practice of keeping track of changes to documents by saving multiple versions or using tools that log revisions. If you’re working on a file or through many rounds of edits, our two top tips:
- Use versioning features: Many cloud and collaboration tools have built-in version history functionality. This automatically tracks changes and allows you to view or restore previous versions without managing separate files. This is a lifesaver if someone accidentally deletes content.
- Maintain a master copy: For very important documents, keep a protected master copy that only a few people edit, while others can suggest changes on a shared copy. This reduces the risk of someone overwriting critical information. Also, always back up the master copy in a safe location.
Archive when no longer required
Once a document is no longer needed for active work or reference, move it to an archive. Archiving helps keep current workspaces organised while preserving records for future access if necessary. Ensure archived files remain accessible if required but separate from ongoing projects.
Use built-in archiving systems in platforms to automate this process. These tools allow you to categorise, tag, or move completed documents to archive spaces while maintaining searchability. Establish clear guidelines for when and how files should be archived so everyone can find past work if needed.
Note
Version control isn’t just for coders. It’s useful for any files or documents or digital spaces that undergo revision (policies, websites, manuals, proposals, etc.). Taking a moment to organise versions can prevent confusion and loss of work.
Keeping information secure
Information security is a crucial aspect of digital literacy in the workplace. It’s about protecting information from unauthorised access, breaches, corruption, or loss. Good security practices ensure you comply with laws like the Privacy Act (for personal data protection) and protect both confidential and routine information that the business relies on.
Click on the plus (+) icons below for some fundamental practices to keep data and information secure.
Create back-ups regularly
Regularly back up important files so that you have a recovery option if data is lost or corrupted. Ideally, maintain more than one backup copy (e.g., one on a secure external drive and one in cloud storage). Even for short-term projects, having a backup can save you if something goes wrong.
Store files appropriately
Follow the organisation’s guidelines for where to store files. Often, this means saving work on a network drive or approved cloud storage where it’s backed up automatically, rather than on a local hard drive alone. For extremely critical data, multiple storage forms (on-site server + off-site backup) might be used.
Consider cloud storage (with caution)
Cloud storage services (like OneDrive, SharePoint, Google Drive, Dropbox) allow easy backup and access from anywhere. They're convenient, but you must use them in accordance with workplace policy. Make sure the provider’s security and privacy measures meet your company’s standards. If using your own account, verify if that’s permitted and appropriate. For example, some highly sensitive information should not be put on public cloud services at all. Always review who can access the cloud files and how they are shared.
Use strong access controls
Ensure that sensitive files are accessible only by those who need them. This might involve setting folder permissions, using password protection for documents, or encryption. Never share passwords or leave sensitive systems unlocked.
Maintain device security
The security of information isn’t just about where it’s stored, but also how it’s accessed. Keep your work devices secure – use antivirus software, accept updates/patches, and avoid connecting to unknown USB drives. Something as simple as shutting down your computer at the end of the day or locking your screen when away can reduce the window of opportunity for hackers or prying eyes to access 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.
Key advice
Always follow your workplace’s guidelines on document storage. When in doubt, ask a supervisor or IT support for the recommended location to save important information.
Before using any new online service or app for work files, check terms of service and your workplace’s policies. Ensure the service meets any compliance requirements (for example, for privacy or data security). Your organisation may have a list of approved software or online tools. Using an unapproved tool might violate policy or pose a security risk.
When in doubt, get permission or stick to the official solutions or practices outlined by your workplace.