Best Practices for Document Management

Effective document management is crucial for maintaining organization, ensuring security, and improving productivity. To achieve this, we recommend digitalizing documents to save office space and adhering to consistent naming conventions to enhance searchability and facilitate easy sharing. Beyond these streamlined approaches to operational efficiency, make sure that you continue to follow the record retention and security policies set by the University of California.

 

Privacy Protection

• Protect confidential information from being exposed by keeping sensitive documents out of sight in public areas
• Do not leave confidential documents unattended

 

Data Storage

• Avoid saving confidential information to personal or shared devices
• Avoid creating multiple copies of documents
• Never store sensitive UCI data on non-UCI devices