The content type level of your folder structure should be dedicated to the type of document contained within the folder. (416) 736-2100, Learning Opportunities for York University Employees, Tip Sheet 6 on Naming Conventions for Electronic Files and Folders, New Folder/Sub-folder name (if necessary), Office of Primary Responsibility (yes/no). The key determining factor that will help you make the call is security. Enter the “Sharing” … A relatively basic folder structure will help you maintain a degree of simplicity in managing documents. It requires modification by organisations to reflect their unique situations and business practices (i.e. Once the changeover is complete, have technical support implement access for all users to the new shared drive structure. Throughout the process, consult with relevant staff to get their input. Drive-thru pickup appointments are also available at our Jackson Road, South State Street and Bristol Road branches. Set up what you want to back up or save to the network drive. During the designated move time, copy all records that are to be maintained from the existing shared drive and place them into the appropriate folders or sub-folders in the new structure. Go to OneDrive for Business or the site library that has the document or folder you want to share. The vast majority of individuals who become dependent on prescription opioids receive their first dose following surgical care. How to Increase Your Team’s Productivity Skills Using Kotter’s 8 Step Change Framework, How to write a knowledge article that actually gets used, 4 Writing Techniques You Can Use to Make Your Knowledge Base Article More Findable. User input and testing will be crucial to successful reorganization of shared drives—just as it is crucial to the design of metadata and searches in SharePoint or ECM. network, we look at the effect of the established network structure on its own reorganization. Step #5. The goal is to identify all the functional domains of business or life and break them out into folders. (Optional) To change the access level of a user or remove them from the shared drive, next to the user, click the Down arrow and choose an option. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS), and outdated reference materials. In many cases there is a deed that will outline which portion of the driveway is owned by what individual. When the designated time period has expired, give final notification to all users, and have technical support delete the previous shared drive. However, because all staff file and use records on a shared drive, it is incumbent upon everyone who uses the drive to do their part in its upkeep. Double-click the object you would like to access. instructions in blue writing & square brackets). In order to open a shared folder from a different computer, you must be using the same Internet network as the computer which is sharing the file. As with any system, shared drive file systems must be maintained and managed. Remember that the classification plan should be consistent with the file plan for the unit’s paper files. Users are expected to do their own data recovery of deleted or damaged files using “Previous Versions” before initiating a request to have it restored from a historical A March executive order on agency reorganization calls for agencies to embark on efforts that will lead to leaner, more accountable and more efficient government; a workforce more aligned to future needs; and elimination of barriers that hamper frontline employees from serving the public effectively. In this case it is essential that UIT or the unit’s computer technical support group be involved from the outset and at all steps in the process. This should list the titles and file classes of the top-level folders on the shared drive (or top two levels of folders if needed) and will form a useful reference for staff to locate folders once they have been renamed. To determine whether official records can be destroyed or are to be transferred to the Archives, consult the CRS. An icon over the drive indicates that it’s shared. The company was missing a … Michigan OPEN aims to ensure appropriate acute pain care following surgery, Make sure you're on the correct network. Project or case files present unique challenges when organizing information. In some cases, a shared drive may have become too unwieldy and complicated to rename/move folders or files within the existing shared drive to make them compliant with the CRS. It allows servers to save data and files on a shared storage system, designed to be independent of each server or computer. Determine what structural hierarchy will allow you to ensure the right people have access to the right information. This is important because you may need to assign people unique permissions to folders based upon organizational structure. The lack of rules, permissions and consistency had led to duplicate folders, and documents that needed shared access had to be placed in “public” folders. The inventory should list only the top one or two levels (depending on the number of sub-folders). Depending upon your unique organizational needs the levels can be established in different arrangements with one attribute taking precedence over the other. Shared storage is a single storage resource pool that is shared by multiple computer/server resources. In the Share dialog box on the Invite People tab, type names or email addresses of people you want to share the document or folder with. Often the number one failure to a shared electron ic document file system is the lack of maintenance and/or accountability to the system once guidelines and structures have been cr eated. Be sure to dedicate one folder for each type of document you are managing as this will allow you to easily restrict access to sensitive documents. Do not delete or move any records yet—just indicate the proposed action on the inventory. Follow the on-screen installation software that comes with the drive. It is recommended that this process take no longer than one day. Consult the CRS to determine if the unit is the Office of Primary Responsibility for the records, and note the official status in the inventory. As an administrator, you can restrict access to files in a shared drive. Keele Campus Then your business grew and suddenly there are files scattered across several shared drives with several different versions of documents residing in different places in the network. See. Once completed it will show which folders and sub-folders can be deleted. A network drive is a folder that’s shared by another computer or device, on the same network. For records which are to be deleted, use the Records Destruction Approval Form and get sign-off from a designated unit supervisor before deleting any records. Most units have shared drive space where staff can file documents of use to the unit. For example within a company there may be a folder dedicated to HR, a folder dedicated to Sales and another to Marketing. Each unit should establish a Records and Information Management (RIM) protocol that sets out records management procedures within the unit and should include procedures for maintaining a shared drive. This document is designed to aid units in mapping existing shared drive folders and files to a new folder/file structure in compliance with the University’s Common Records Schedule (CRS) and to aid in the maintenance of records on a shared network drive. Often these drives become bogged down with outdated or redundant information due to lack of consistency in naming files and folders and lack of general oversight of the drive. Take note of orphan files at each level of the hierarchy that have not been assigned to any folder. Shared Drives can be a great resource for you to organize information if you establish a folder structure. Ideally, someone should be appointed to manage the electronic file structure. With Microsoft Windows, folders can be shared on a network so that desktops and laptops can access the files in these folders without physical access to the computer where the folders are stored.When a folder of documents or videos is shared, anyone with access can open, edit, save, and possibly delete the files and folders if the permissions allow it. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS)… Hold an overview or training session with staff after the changeover to make sure all users of the shared drive understand how to file within the new structure, and know who has responsibility for creating new folders and updating the Folder Classification Plan. shared drives. Indicate folders or records within folders to be deleted. What could be true for one area may not be the same for another. Network Drive and Location. Assign the appropriate file class from the CRS to each folder and sub-folder. Here are the options on the General tab: Action — Select an action that will be performed on the shared drives:. Select a permission setting. This level will likely be the largest level of your folder structure. Sub-folders should fall within the same file class as the folder, so that related groups of records will have the same retention and disposition under the CRS. We are a national Catholic health system with an enduring legacy and a steadfast mission to be a transforming and healing presence within the communities we serve. Remember to train new staff in the proper use of the shared drive, including naming conventions, and records transfer and destruction. Mapping a Drive The right framework will reduce information to its … To stop sharing the drive later, go back into its Advanced Sharing window and uncheck the Share this folder checkbox. This document has been developed to assist in establishing good practices and procedures. If it is necessary to add a new top-level folder, make sure to update the Folder Classification Plan to accommodate the new file class. Dedicate one folder for each function. From the completed inventory, create a Folder Classification Plan. Once the new structure has been created, ensure that no new folders or sub-folders are added by users until after the changeover has been completed. Up to this point, all the planning for the shared drive has been done on paper. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. Then you need to configure the settings for the new mapped drive. The shared drive is not intended as a place to back-up a desktop computer. Tip Delete transitory records immediately. Select the file you want to share, and then select Share. Login using your credentials, go to Settings and find ‘Drive storage’ tab or section. 3.Identify Use Cases: Create basic use cases for each group, identifying what they will be trying to accomplish using the folder structure. M3J 1P3 It also allows for the renaming of folders according to agreed upon naming conventions while preserving earlier names of folders for easy reference. See Tip Sheet 9 on Records Clean-up Day for further suggestions. Plug your network drive into your router or modem via the network plug on the back, or plug the USB into your router. The shared drive had become a big black hole that was loosely based on organizational groups. ; Hover over a shared drive and click Manage members. Each unit should designate a person to be responsible for monitoring a shared drive, maintaining the file structure and for creating new top-level folders, and, when necessary, overseeing a periodic clean-up of electronic records. It is of critical importance to the ongoing maintenance of a shared drive that unit personnel agree on naming conventions for folders and individual files. See Tip Sheet 6 on Naming Conventions for Electronic Files and Folders for further suggestions. Unfortunately the major drawback to using folders is also that they can be quickly created and used. Identify any folders that should be moved to other areas of the directory structure (e.g., home drives), if necessary. To stop sharing a drive with all computers that currently have access, on the computer that the shared drive is attached to: Right click on the drive and select “Properties. A computer can share one of its drives (or folders), which lets other computers access it over the network. After you click the OK button, your drive will be shared on the network. Creating the right folder framework is critical to having an efficient shared drive and if it’s done right, you’ll only have to do this step once. How do you know which document is the most recent version? - Shared responsibility between Metro and the local units over planning, parks and recreation, water supply, sewage dispos-al and welfare. A Superfan’s Perspective On Where Katy Perry Went Wrong, The Surprisingly Effective Impact of Becoming a Connector Manager. After Archives Review, records found to have long-term value can be transferred to the Archives. For records which are to be transferred to the University Archives, fill out a Transfer to Archives Approval Form and get sign-off from a designated unit supervisor before transferring any records. These must be either deleted or moved into an appropriate folder during the reorganization. Common subjects that topic folders can be dedicated to are: Organize Your Folder Levels Based On Need. ; Click Add a filter to select a filter option, such as No members or Date created. Set aside a non-busy time for the changeover and notify all those with access to the shared drive to refrain from using it during this specific period. As mentioned previously you can organize your documents according to the hierarchy that makes sense for your organization. For records that are subject to Archives Review, contact the University Archives for further instruction. - Other services such as public housing, schools, and public transit were the responsibility of quasi independent boards and the local units. Decide on a set period of time, such as six months or one year, to leave the previous shared drive in place in a ‘read-only’ format. In some places, shared driveways are extremely common and present no issues regarding resale or appreciation potential. Arrange for technical support to restrict access to the shared drive during this time to the person responsible for moving folders and files to the new structure. If not test another structural arrangement. ; Click Manage shared drives. All files should reside within a folder. Click here to schedule your drive-thru pickup appointment today! 4. Will they looking primarily for project plans, contracts, meeting minutes etc.? Have technical support staff set up space for the new structure and ensure that enough storage space is allocated to hold the records to be moved. Make sure that Drive is turned on for your organization. 1. Solving Shared Drives10 Tips for Cleaning Up,Organizing, and Migrating SharedNetwork DrivesBarclay T. 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