Digital file triage decision tree

Keep, Fix, or Archive?

Follow these steps to determine if your file should be deleted, archived, or made accessible.

STEP 1: The "Spring Cleaning" Check

Do you actually need this file?

  • YES, we need it.
    👉 Go to STEP 2.
  • NO, we don't need it. (e.g., old flyer, draft, duplicate)
    🗑️ Action: DELETE the file. (You are done!)

🤔 I DON'T KNOW / HELP ME DECIDE:

  • Does this information exist on a newer webpage? (If yes, delete).
  • Is there a law requiring us to keep this? (If no, delete).

STEP 2: The "Active Use" Check

Is this file being used for current business, classes, or programs?

  • YES, it is used now. (e.g., current handbook, syllabus)
    👉 Go to STEP 4 (Format Choice).
  • NO, it is from the past. (e.g., 2020 handbook, old budget)
    👉 Go to STEP 3.

🤔 I DON'T KNOW / HELP ME DECIDE:

  • Does a user need this today to apply for a program or do homework?
  • If Yes: Go to Step 4. | If No: Go to Step 3.

STEP 3: The "Time Capsule" Check (The Archive Rule)

You must answer YES to ALL FOUR questions below:

  1. Was it created before April 24, 2026?
  2. Is it kept ONLY for history, research, or proof?
  3. Can you promise NOT to edit or update it?
  4. Will it be stored in a folder clearly marked "Archive"?
YES, to ALL four.
📦 Action: ARCHIVE.
Move to "Archive" section. Do not fix.
NO, to ANY of them.
👉 Go to STEP 4.

STEP 4: The Format Choice (Active Content)

Option A: Can this be a Webpage? (Best)

Use for text-heavy content (policies, instructions).

🌐 Action: MAKE IT A WEBPAGE

Option B: Must it be a Document?

Use for legal forms or complex reports (20+ pages).

📄 Action: ACCESSIBLE PDF/WORD

Tip: Try the "Copy/Paste Test." If you can paste the text into a web page, do that. It is faster and more accessible than a PDF.

Summary Checklist

If the file is... Then you should...
Junk / Old Duplicates DELETE immediately.
Current / Active / New MAKE ACCESSIBLE (Webpage preferred).
Old / Historical / Unchanged ARCHIVE (Do not fix).