Create a Folder Structure in an IT Department That Uses ITIL
This article presents the one solution in arranging the folders that will be easy to comprehend and to manage for IT staff that uses Information Technology Infrastructure Library (ITIL).
Steps
- Create a common folder. The first folder has to be common for all IT employees and can have the information about common calendars, introduction for new workers, role of IT department, database of common vocabulary, related external stakeholders and their contacts (company name, position, addresses and phones). This folder can be named as “General” or “Common”.
- Add a management folder. This second folder has to be devoted for managers of the department; therefore, it has to include job descriptions, plans, reports and handovers. This folder can be named as “Management”, “Governance”, and “Leadership” and so on.
- Make a folder for formal documents. In some companies, there is a special place for the approved formal documents (models, procedures, rules, instructions and training materials). If there is no such place, third folder can be accountable for it, and named as “Framework”, “Approved”, or “Official”. Note, this folder has to have “read only” access rights.
- Include a folder for projects. It can contain sub-folders of all projects performed inside the department and can be named as “Projects”.
- Use subsequent folders for all the necessary processes. These can be devoted to every ITIL process that exist in the department; for example, Change Management, Problem Management, etc. In some cases, they can be grouped by areas: Operation, Transition and so on. Process folders can include any folders needed for the process use, like Minutes of Meeting, Reports, Requests, Issues, etc.
- Don't forget about an archive. The last folder has to be dedicated for archived or obsolete information.
Tips
- In order to arrange the folders, each folder name can have the numbering: 01, 02, 03….
- Make the documents categorised/tagged and searchable. Nobody is going to dig layers deep to find documentation that, in the main, they are not that interested in. It needs to be fast to find and easy to identify.
- Enforce permissions. There is no point in having authorised, definitive documents if everyone and anyone can copy/edit/move them without authorisation.
- Communicate the structure. Sure it is organised nicely but if people are confused on which folder things go in, they will soon get lost.
