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Office of the Controller

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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Office of the Controller

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  1. Office of the Controller December 2005

  2. 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

  3. Basis for File Structure • Based on business need • Function oriented • Consistency • Easy to search/locate information December 2005

  4. 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

  5. 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

  6. File Structure • Other directories • E-Correspondence • Printing & Distribution • Templates • Instructions • Billing • Transfer Requests • Miscellaneous December 2005

  7. 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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