Document management: naming, versions and shared folders
Keep shared documents findable and trustworthy: a naming convention people actually follow, one approved version instead of FINAL_v2_new, links instead of attachments, sensible access and clear ownership when people move on.
- Level
- Beginner
- Length
- About 45 minutes
- Contents
- 3 lessons · 1 video · final exam
- Status
- Published · updated 1 Oct 2026
Skills you'll practise
- Name files to an agreed convention so they sort and can be found
- Distinguish drafts from the approved version and keep a single source of truth
- Choose sharing settings that give the least access needed and spot over-shared items
- Hand over document ownership when someone changes role or leaves
Course outline
- 1.Document management: naming, versions and shared foldersVideo · 2 min
- 2.Names and foldersLesson · 14 min
- 3.Versions and a single source of truthLesson · 15 min
- 4.Access, sharing and ownershipLesson · 15 min
- 5.Document management: naming, versions and shared folders: knowledge checkKnowledge check · 15 questions
- 6.The proposal with last month's pricesScenario
- 7.Final exam8 questions · passing it completes the course, so people who already know the material can test out
Sources it draws on
The lessons and questions are written from these references, so learners can go back to the original.
- ISO 15489-1:2016 Information and documentation - Records management - Part 1: Concepts and principles
- CASRAI: ISO 15489 records management concepts and principles (authentic, reliable, complete and unaltered, usable records)
- ISO 8601: Date and time format (year-month-day, e.g. 2026-10-01)
- UK ICO: Principle (c) Data minimisation (UK GDPR example; follow the data-protection law where you work)
See it with your own jobs and topics
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