Whether you are working on a standalone computer or on a network drive, you need to plan a system that allows you to access your files, avoid duplication, and ensure your data can be saved. A good starting point is to develop a logical folder structure. The following tips should help you develop such a system:

• Use folders: Group files within folders so that information on a particular topic is placed in one location.
• Follow existing procedures: Check for established approaches in your team or department that you can adopt.
• Appropriate folder names: Assign folder names based on the work areas they relate to, not individual researchers or students. This avoids confusion in shared workspaces if a staff member leaves and makes the file system easier to navigate for newcomers.
• Be consistent: When developing a naming scheme for your folders, it’s important to stick to it once you’ve decided on a method. If possible, try to agree on a naming scheme at the start of your research project.
• Structure folders hierarchically: Start with a limited number of folders for broader topics, then create more specific folders within them.
• Separate ongoing work from completed work: As you start creating many folders and files, it's a good idea to begin thinking about separating older documents from those you're currently working on. Try to keep your 'Documents' folder for files you're actively working on, and about once a month, move files you're no longer working on to a different folder or location. For example, you can use a folder on your desktop, a special archive folder, or an external hard drive.
• Backup: Ensure your files, whether on your local drive or a network drive, are regularly backed up.
• Review records: Regularly evaluate or, at the end of a project, review saved material to ensure files aren’t being stored unnecessarily. Set a reminder in your calendar so you don’t forget!