Filing & version control

In order to maintain an uncluttered digital filing system on the P-Drive, here are a few tips to follow when sorting your documents and info.

The responsibility of creating a new client folder lies with the person managing that account (and should be done as part of a wider checklist including adding programme activity as a project in Zoho etc)
A client folder should initially divided into folders by what is listed in the budget estimate for that particular client. Below is an example of a budget estimate converted into folders

Budget estimate example

Filing in P-drive

The responsibility of creating a new client folder lies with the person managing that account (and should be done as part of a wider checklist including adding programme activity as a project in Zoho etc)
A client folder should initially divided into folders by what is listed in the budget estimate for that particular client. Below is an example of a budget estimate converted into folders
There may be some folders to create that aren’t in the budget estimate e.g. the folder ‘contact list’ for all expert and patient spokespeople involved in a campaign
There shouldn’t usually be any loose documents in a client folder. If there are definitely no appropriate umbrella folders to file it under, a new folder can be created separately
To further organise the info in client folders, use sub-folders. The goal is to have most documents and images categorised and filed neatly, but without having to go through 7 folders to find something. Below is an example of the sub-folder system.

Filing in P-drive

Versioning a document allows the team to effectively work cooperatively on one document and reduces the chance of accidental deletion or a document being overwritten. Below is the system we have agreed upon when saving all original files, and subsequent changes, to the P drive.

Version number at the front of the file name. If you make very minor changes, (such as slight design tweaks) it can be left as the current version. Major changes to formatting or copy would warrant saving a new version of the document with the new number at the front of the file name e.g. V2

File name – make sure this is descriptive & accurate

Month in abbreciated written format and all caps

Your initials in caps at the end

V1_FILENAME_16JAN2018_KB

Use of underscore

When you are emailing a colleague with a document, be sure to include the link to where it is saved on the P Drive.
Finally… If you aren’t sure, just ask! Any of your senior VIVA! colleagues are always on hand to provide guidance in this area to make sure we get all of our processes just right.