Whether you are storing files on your computer's hard drive, a networked drive, or in a shared digital environment, it is important to establish a system that allows you and your colleagues to access files, avoid duplication, and ensure that documents are backed up. A good place to start is to develop a logical folder structure. The following tips should help you develop such a system:

• Use folders and directories. Group files within folders so that all information on a particular topic is located in one place.  
• Adhere to existing procedures. Check for established approaches in your team or department which you can adopt.
• Name folders and directories appropriately. Aim to name folders after the functions or areas of work to which they relate and not after the employees creating and using them. This avoids confusion in shared workspaces if an employee leaves, and makes the file system easier for new staff or subsequent project managers to navigate.
• Be consistent. When developing a naming scheme for your folders on a local or shared drive, it is important to be consistent once you have decided on a method. It is okay to change a system that you establish if it does not work for you or your coworkers, but once you have settled on a scheme, always use it. If you can, try to agree on a naming scheme within your department or before a shared project so that everyone uses and understands it.
• Structure folders and directories hierarchically. Start with a limited number of folders for the broader topics and then create more specific nested folders, as needed.
• Separate ongoing and completed work. As you start to amass folders and files, it is a good idea to separate your older documents from those you are currently using. You might create a folder with the same name as the original and add the word "Archive" or a creation or destruction date to the end.
• Back up your files. Ensure that your files, whether they are on your local drive or on a network drive, are backed up regularly. 
• Review records. Assess materials regularly or at the end of a project to ensure files are not kept needlessly.