Data Organization and Storage

Effective data management is essential for the smooth operation of any editorial team. Implementing a robust system for collecting and safeguarding data not only prevents loss but also reduces the risk of security breaches. Centralised repositories enable seamless information sharing, allowing team members to collaborate simultaneously on the same materials while easily tracking revisions and updates.

Key principles to implement in the editorial office:

Folder structure and file naming:

✅ Create a logical and hierarchical folder structure (e.g., “Submitted Articles,” “Reviews,” “Print-Ready Texts”).

✅ Use unambiguous file names, such as “Article_Title_Author_2025.”

✅ Avoid long file paths – this will make it easier to locate files quickly.

Data security:

✅ Apply the principle of least privilege – only those who truly need access should be granted it.

✅ Protect sensitive data (e.g., reviewer details, manuscripts) through encryption.

✅ Always use strong passwords and enable two-factor authentication (2FA).

Backup creation:

✅ Regular backups are essential – you don’t want to risk losing all the work on an issue.

Document versioning:

✅ Google Docs is an excellent tool for automatic versioning of articles and other texts – making it easy to track changes and revert to previous versions.

Categorisation and indexing of data:

✅ Automatic categorisation of files (e.g., via appropriate labels or tags) facilitates their later retrieval and organisation.