Managing information

Managing information effectively is an important skill. It involves knowing how to organise, store and share information.

Managing information for your studies video

Digital/Online Tools

There are a range of tools available to you that make storing, organising, and sharing information easier. Check out the table below to match your information management need to a supporting tool.

Deakin toolsCollaborateStorage Ideal for...ProsCons
MS OneDrive for Business Yes Yes Group work 1TB
Cloud-based
*Free        
Full functionality limited to Deakin users
MS Teams Yes Yes Group work Cloud-based
*Free        
 
OneNote Yes No Taking notes Cloud-based
*Free        
 
SlackYesYesGroup workCloud-based
*Free
 
Personal toolsCollaborateStorage Ideal for...ProsCons
Personal network drive (H: drive) No Yes Saving documents Secure
Automatic back-up 
*Free        
Deleted when you leave Deakin
External storage devices No Yes Saving documents Portable Insecure
No automatic back-up

*Free for Deakin students and staff

Storing digital data for HDR students and researchers

HDR students and researchers at Deakin have access to additional digital storage options for their research data. For recommendations visit where should I store my digital data?

Important considerations

Securing your information

When deciding where to store your documents, you should consider:

  • Who needs access?
  • Should the information be public or private?
  • Is the information confidential?
  • Do you have a back-up?

Keeping track of different versions

Version control is very important. You can get confused tracking old versus current versions of your document. It’s even more difficult when members of a group edit a shared document. Consider:

  • Does the software you are using support version control?
  • Have you saved a back-up of your files so you don’t lose your work
  • Do you need to track the history of your document?
  • How will you name your files to help with tracking?

Managing your References

Keeping track of what you have read is important. In your assessments you will need to attribute the works of others. Find out about tools you can use to manage your references.

Get organised

Your files and folders

To make it easier to access your documents organise your files in a tiered folder structure and use descriptive folder and file names for the contents. For example:

In this example the folders are arranged by unit with separate folders for each assignment.

Naming your files

When you are saving and organising your files, try naming the documents and folders in a way that makes sense. This will help ensure your files and data can be easily located.

Apply a consistent format to naming your files, for example:

In this example the document title can be broken down into sections:

  • The date format: YYMMDD
  • The Unit Code
  • The Document Title
  • The version Number

Each section is separated by a dash ( - ). This makes it easier to read each section, and using a dash instead of a space or an underscore ensures it can easily be read as a hyperlink.

When you are deciding on a file naming convention, consider:

  • Avoiding punctuation, use dashes rather than spaces
  • Making file names short, but meaningful
  • Incorporating the date in a file or folder name

Further Help