Apprenticeship toolkit

Managing digital information

Information is one of your most important strategic resources. Digital tools make it easy to create and store information but you need to manage that information if it is to be usable in the future.

You need to make effective use of shared drives and file space. Information locked away on individuals’ PCs or laptops is no use to your business.

Our downloadable mini guide for administrators will show you how to:

  • design an electronic filing structure
  • establish sensible naming conventions
  • manage versioning of files
  • deal with retention and disposal of digital information

Colleges and large providers with more complex requirements may wish to refer to the full guide and our other guidance on records management.

Our guidance shows how good practice in managing traditional paper records applies to documents, reports, reviews, spreadsheets and learning materials produced using your IT systems.

Use of some collaborative tools in the cloud e.g. Google Docs can make effective management even more difficult as a number of people may edit the same file at the same time. Following our guidance and setting the ground rules at the outset will save future headaches and ensure you meet your audit requirements.