Organize Your Information

Common standards for organizing and storing information results in:

• Less time spent trying to find information, verifying its accuracy/relevancy and/or identifying inconsistencies
• Reduced duplication and volume
• Increased collaboration
• Greater usability and availability of information across the department – Let's stop re-inventing the wheel!

Follow the guidelines below in order to properly organize the documents/emails of business value that you collect, create and receive in the course of your business activities:

1. Save your documents in a corporate repository (e.g., SharePoint, network drive) that is being used by your team.
2. Adopt the principle of open by design ensuring the protection of documents that are private, and confidential.
3. Establish a folder structure that is clear and easy to follow and that is reflective of your business function and activities. Discuss with your Branch/Region IM Lead/Broker on implementing a file classification structure to help you organize your information in a consistent manner.
4. Clearly name your documents/emails so that they can be searched, accessed and used:
   • Be clear, consistent and descriptive
   • Insert the date
   • What type of document is it? (for example, briefing note, report, presentation)
   • What is it about? (subject of the document)
   • Who is the intended audience? (audience examples include committees, organizations)