Administration

The Administration folder in Files & Records centralises documents related to general office management, IT Resources, and Document Templates.

File Tree

• DirectoryCommunications/

  • DirectoryMeeting-Notes/

    • Meeting-Notes-2025-01-12.docx
  • DirectoryMinutes-of-Meetings/

    • DirectoryClients/

      • Meeting-Minutes-Client-2025-01-12.docx
    • DirectoryManagement/

      • Meeting-Minutes-Management-2025-01-12.docx
    • DirectoryStaff/

      • Meeting-Minutes-Staff-2025-01-12.docx
  • DirectoryMemos/

    • Memo-2025-01-12.docx
• DirectoryIT-Resources/

  • DirectoryLicenses/

    • Office-365-License-2025.xlsx
  • DirectorySystem-Documentation/

    • Network-Diagram-2025.pdf
  • DirectoryBackup-Plans/

    • Disaster-Recovery-Plan-2025.docx
• DirectoryGeneral-Office/

  • DirectoryTemplates/ Probably should go in managed documents

    • Delivery-Note-Template.docx
    • Invoice-Template.docx
    • Purchase-Order-Template.docx
    • Timesheet-Template.docx
    • Travel-Claim-Template.docx

The File Tree is a visual representation of the folder structure for the Administration site. It should give you an idea of how the site is structured.

Folder Descriptions

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IT Resources

The IT Resources folder is for managing technology infrastructure, including licenses, system documentation, and backup plans, etc.

Subfolders:

• Licenses: Software keys, subscription details, and renewal dates.
• System_Documentation: Network diagrams, configurations, and user manuals.
• Backup_Plans: Disaster recovery and backup procedures.

Examples:

File Name	Description
Office365_License_2025.xlsx	List of Office 365 licenses and expiry dates.
NetworkDiagram_ITDept_v1.0.pdf	Diagram of the company’s network architecture.

Naming Conventions:

[ResourceType]_[Subject]_[Version].[Extension]

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General Office

This folder stores non-sensitive documents for general office use.

Subfolders:

• Templates: Document templates for various office documents.

Examples:

File Name	Description
StaffMemo_Jan2025.pdf	Memo for all staff regarding January updates.
OfficeExpenses_Q1_2025.xlsx	Quarterly office expense report.

Naming Conventions:

[DocumentType]_[Description]_[Year|Quarter].[Extension]