Chapter 3 — Spreadsheet and file hygiene
Lesson map
Lesson 03 published. Map, example, EX007.
flowchart TD
N0["Learning outcomes"]
N1["3.1 Shared drives"]
N2["3.2 Naming conventions"]
N3["3.3 Spreadsheet risks"]
N4["3.4 Personal data in files"]
N0 --> N1 --> N2 --> N3 --> N4
N4 --> EX["Worked example"]
EX --> Q["Exercise EX007"]
Logical drawing
flowchart LR
N0["Learning outcomes"]
N1["3.1 Shared drives"]
N2["3.2 Naming conventions"]
N3["3.3 Spreadsheet risks"]
N4["3.4 Personal data in files"]
N0 --> N1 --> N2 --> N3 --> N4 --> Q["EX007"]
[Learning outcomes]
|
v
[3.1 Shared drives]
|
v
[3.2 Naming conventions]
|
v
[3.3 Spreadsheet risks]
|
v
[3.4 Personal data in files]
|
v
[Worked example] --> [Exercise EX007]
Learning outcomes
You will (1) organise shared files; (2) apply naming and versioning conventions; (3) reduce risks in spreadsheet processes.
3.1 Shared drives
Calder Valley's shared drive contains thousands of files with names such as final, final2 and use this one. Ravi surveys one folder and finds four versions of the contractor rates list, with no way to tell which is current. He proposes a structure with folders by function, a naming convention including date and version and an archive folder for old versions. Owners for each top-level folder approve the structure and agree to keep it tidy. The archive keeps old versions available without confusing current users.
3.2 Naming conventions
Ravi's convention uses the date in year-month-day order, a short subject and a version number, such as 2026-02-14 contractor rates v3. Dates in that order sort correctly. He explains that conventions only work if everyone follows them, so he writes a one-page guide with examples and asks team leaders to remind staff. After a month, he checks a sample of new files and finds most follow the convention. The few files that do not follow it are renamed by their owners after a friendly reminder from their team leaders, and the sample is repeated a month later.
3.3 Spreadsheet risks
The repair performance spreadsheet copies data from a housing system export, applies formulas and produces figures for managers. Ravi finds a formula referencing a fixed row range that misses new rows and a manual adjustment cell without any note. He adds a check comparing row counts with the export, protects formula cells and adds a notes column explaining manual adjustments. He also records who prepares the spreadsheet each month. The monthly preparer now signs a short checklist confirming that the row count check passed before the figures are sent to managers.
3.4 Personal data in files
Ravi searches the shared drive for files containing tenant names and phone numbers. He finds several old call lists in folders accessible to all staff. He reports them to Mrs. Okonjo, who has owners review and delete unnecessary files and move the rest to restricted folders. Ms. Moreau explains that unmanaged files are a common source of data breaches and over-retention, and that technologists can find them with simple searches. The search is repeated every quarter, and the number of exposed files falls steadily as owners clean up.
Worked example
Ravi reorganises a shared folder with four rate list versions, writes a dated naming convention guide, adds row count checks to a spreadsheet and finds old tenant call lists in open folders.
Synthetic case. Files are synthetic.
Errors and limits
Conventions without guidance and checks are ignored.
Exercises
- EX007 — Rate list versions. How many versions of the rate list did Ravi find? Rubric: 3 = four;; 2 = partly correct;; 1 = wrong;; 0 = none.
- EX008 — Date order. Why use year-month-day dates? Rubric: 3 = they sort correctly;; 2 = partly correct;; 1 = vague;; 0 = none.
- EX009 — Call lists. What did Ravi find in open folders? Rubric: 3 = old call lists with tenant names and phone numbers;; 2 = partly correct;; 1 = vague;; 0 = none.
Continue studying — lesson 03 (chapter 03 of 30)
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