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Office of the Controller. e-File Guideline. If it is System business, electronic files should be saved in the appropriate shared directories NOT in a user directory or on a local hard drive. Basis for File Structure. Based on business need Function oriented Consistency

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e file guideline
e-File Guideline

If it is System business,

electronic files should be saved in the appropriate shared directories

NOT in a user directory or on a local hard drive

December 2005

basis for file structure
Basis for File Structure
  • Based on business need
  • Function oriented
  • Consistency
  • Easy to search/locate information

December 2005

file structure
File Structure
  • Top Level – Project/Report/Request
    • If a one time request, sub directory may be need to better organize the information
  • Second Level – Fiscal Year
  • Third Level – Institution if needed

December 2005

file structure5
Academic Institutions

ARL – Arlington

AUS – Austin

BRW – Brownsville

DAL – Dallas

ELP – El Paso

P-A – Pan American

P-B – Permian Basin

S-A – San Antonio

TYL - Tyler

Health Institutions

SWM – Southwestern Medical Center

GMB – Medical Branch Galveston

HHS – Health Science Center Houston

SAH – Health Science Center San Antonio

MDA – M D Anderson Cancer Center

THC – Health Center Tyler

File Structure

December 2005

file structure6
File Structure
  • Other directories
    • E-Correspondence
    • Printing & Distribution
    • Templates
    • Instructions
    • Billing
    • Transfer Requests
    • Miscellaneous

December 2005

e records retention
e-Records Retention
  • Although the e-files do not represent the “official” record – they are transitory information and must be accounted for when destroyed.
  • Goal – create a review schedule for e-files that meets the needs of the business process (i.e. audit work support, historical budget information etc.).

December 2005

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