Best Practices for Managing Department Files

Questions

• What types of files should be kept on a department drive versus deleted?
• How far back should departments keep old course materials and files?
• Do we need to review every file and subfolder for clean up, or is there a faster way?
• What files should never be stored in department storage?
• How should student work (projects, papers, presentations) be handled?
• How can the folder inventory spreadsheet help us clean up files more efficiently?

Environment

This guidance applies to departments reviewing and cleaning up shared network department drives as part of a migration to Microsoft Teams. Departments will receive a folder inventory spreadsheet summarizing their files (e.g., size, age, type, and location) to help identify cleanup opportunities. This article is intended for faculty and staff with any technical background and focuses on practical, time-saving approaches.

Resolution

1. Start with the folder inventory spreadsheet (don’t browse folders manually first)
   Use the provided spreadsheet to sort and filter:
   • The Pivot sheet highlights large folders (e.g., videos) in red.
   • In the AllFiles sheet, sort by Path, YearsSinceAccess or SizeMB to find old or large folders.
   • Assign a RecommendedAction for a group of sorted rows.
   This approach saves significant time compared to opening folders one by one.
2. Prioritize high-impact cleanup areas
   Focus on the biggest wins first:
   • Large video files (e.g., recorded lectures or classes and labs). Consider deleting.
   • Duplicate files (same file stored in multiple places).
   • Old inactive folders that haven’t been used in years.
   You do not need to review everything—target the largest and oldest content first.
3. Apply simple retention guidelines
   Use these general recommendations:
   • 0–3 years: Keep active teaching and administrative materials.
   • 3–8 years: Review and keep only if still useful.
   • 8+ years: Usually safe to delete unless historically important.
   Departments can adjust based on their needs, but consistency is key.
4. Review common file categories
   Use the following guidance to decide what to keep:
   • Old course materials: If needed, keep the last three instances a course was taught; delete outdated courses and duplicates.
   • Blackboard/exported LMS content: Often safe to delete if no longer in use.
   • Retired faculty folders: Review once; archive important content, delete the rest.
   • Videos (lectures, guest speakers, classes/labs): Keep only if reusable; otherwise remove or relocate. Class and lab recordings should be deleted.
   • Event photos/videos: Keep a curated selection; remove duplicates and low-value files.
   • Student projects, papers, posters, and presentations:
     • Graded work: Should not be stored on department drives.
     • Student work with personal information: Avoid storing on department drives. Use approved, secure systems if retention is required.
     • General course submissions: Should not be stored on department drives.
     • Exceptional or showcase work: If not already archived by the Library, keep a small, curated set (e.g., examples for teaching, accreditation, or departmental showcases).
     • Large media projects (videos, design files): Keep only if they will be reused; otherwise delete.
     • Duplicates and drafts: Safe to delete; these often make up a large portion of storage.
5. Handle sensitive and restricted data carefully
   The following should not be stored on shared department drives:
   • Student grades, graded assignments, or grade sheets
   • Student personal information (IDs, contact details, records)
   • Confidential HR or personnel files
   These should be stored in approved, secure systems according to institutional policy.
6. Encourage deletion, not just organization
   Cleaning up is not just about reorganizing files:
   • Delete unnecessary, outdated, or duplicate files.
   • Avoid moving everything “just in case.”
   • Focus on keeping what is truly useful and current.
   Less content means easier management and faster future migrations.
7. Use a “good enough” approach
   Departments do not need to review every subfolder in detail:
   • Focus on large, old, and obvious problem areas.
   • Skip small or low-risk folders if time is limited.
   • Aim for meaningful reduction, not perfection.
8. Create a simple action plan
   After reviewing the report:
   • Identify top 5–10 folders for cleanup.
   • Assign responsibility (e.g., by faculty or staff area).
   • Set a short timeframe (e.g., a few weeks).
   Small, focused efforts are more effective than large, open-ended ones.

By using the folder inventory spreadsheet and focusing on high-impact areas, departments can significantly reduce storage, improve organization, and prepare for future systems without a large time investment.

Need Help?

Chat with Bowdoin Bot or contact the Bowdoin College Service Desk at (207) 725-3030.