Consistent use of descriptive terms allows you to know the content of a file without opening it. Create and Use Naming Conventions - A file naming convention is a systematic method for naming files that will make them easier to retrieve later.

The fewer layers of detail used, the more important it is to use descriptive and consistent file names. You should also consider how likely your colleagues are to click through multiple levels of folders to find the right one.

Make it Easy to File Records Correctly - Creating file folders that clearly describe what they contain is only the first step.

Carefully Design a Filing Hierarchy - When creating file folders, think about who uses each record type and how they describe them.

To make your LAN organization project succeed,

Organizing Records on a LANīecause an entity may store all its electronic records in one system, it’s vitally important that files are organized in a logical, consistent manner and named such that staff can easily identify and locate the content they need. As each folder can contain additional folders, files can be sorted into either broad or specific categories (e.g., “contracts” versus “contracts/HVAC/2021”). Staff organize records in a LAN by creating file folders and sorting documents between them.

In many ways, using a LAN to categorize your records is like filing paper documents in a filing cabinet.

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