Don’t, however, assume this is the case everywhere. In the past ten years, there have been three changes in the orig- It is possible it could be considered a negative. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. See Tip Sheet 9 on Records Clean-up Day for further suggestions. Shared Drives can be a great resource for you to organize information if you establish a folder structure. Some models feature expandable memory modules for smoother transfers. 4700 Keele Street, Toronto The inventory should list only the top one or two levels (depending on the number of sub-folders). After you click the OK button, your drive will be shared on the network. Remember that the classification plan should be consistent with the file plan for the unit’s paper files. The company was missing a … 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. instructions in blue writing & square brackets). Throughout the process, consult with relevant staff to get their input. Indicate folders or records within folders to be deleted. For example within a company there may be a folder dedicated to HR, a folder dedicated to Sales and another to Marketing. Mapping a Drive Like most businesses, you started out with a few computers running on a small 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. It requires modification by organisations to reflect their unique situations and business practices (i.e. Network-attached storage units featuring dual-core and quad-core processors offer faster sequential read-write speeds. See. 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. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS)… Additional questions or requests for advice on records and information management or information and privacy issues should be referred to the Information and Privacy Coordinator: info.privacy@yorku.ca. The shared drive is not intended as a place to back-up a desktop computer. Creating an inventory of folders is an essential step in reorganizing and cleaning up a shared drive. 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. 1.Identify Users: Create a shortlist of people and the departments they are from that will be using the folder structure. For official records, apply the retention and disposition rules as per the CRS. However once the hierarchical arrangement is determined it’s important to stay consistent. Ford shares fell by about 2.5% in after-market trading Wednesday following the news. 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. 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. Three-Level Folder StructureA good rule of thumb to follow is to maintain a three-level folder structure. A shared driveway is defined as a driveway that is legally owned by two different owners of two different properties. From the completed inventory, create a Folder Classification Plan. 8. Record new folder titles (if needed) as determined by the unit’s file naming conventions in the spreadsheet. A relatively basic folder structure will help you maintain a degree of simplicity in managing documents. Select a permission setting. Dedicate one folder for each function. The Michigan Opioid Prescribing Engagement Network (Michigan-OPEN) is an initiative to develop a novel preventative approach to the opioid epidemic in the state of Michigan. 3.Identify Use Cases: Create basic use cases for each group, identifying what they will be trying to accomplish using the folder structure. Plug your network drive into your router or modem via the network plug on the back, or plug the USB into your router. A shared drive that follows no established set of structural rules can quickly become an organic mess if you are not careful. In such circumstances, it may be necessary to set up a new shared drive structure on the same system and copy folders and files from the current structure over to the new one. Michigan OPEN aims to ensure appropriate acute pain care following surgery, In a spreadsheet, table or database, set up the following categories: Make sure to record in the inventory any orphan files (saved outside of folders) in the top two levels of the shared drive. network, we look at the effect of the established network structure on its own reorganization. The stock closed down nearly 7% on Thursday, a sign investor patience is wearing thin as … After Archives Review, records found to have long-term value can be transferred to the Archives. - Other services such as public housing, schools, and public transit were the responsibility of quasi independent boards and the local units. All files should reside within a folder. 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. For government, reducing the volume of content reduces the effort and cost of meeting open records requests, and for government and commercial enterprises, shared drive remediation simplifies information governance and reduces costs (in particular, e-discovery costs)—a strong win for any information technology (IT) or records department. 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. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS), and outdated reference materials. 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. Once the folder classification plan is in place and the appropriate folders and files renamed and /or moved to the new structure, records should be maintained in a manner consistent with the CRS and the unit’s file plan. An icon over the drive indicates that it’s shared. Follow the on-screen installation software that comes with the drive. This level will likely be the largest level of your folder structure. The menu expands so that you can access any shared files, folders, disks, or devices. Share a document or folder. The three folder levels you will create folders according to are: The function level of the folder structure groups documents according to the organization, business unit or team to which the document belongs. Test Use Cases:Test each use case to determine if the goal can be accomplished using the selected structure. Give your drive a name to identify it easier, and check ‘Reconnect at sign … Folder sprawl is the number one enemy of shared drive users as locating information becomes a time consuming endeavor. 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. That means the framework is universal across all departments, ie: Drive S: Marketing; Drive S: Human Resources; Drive S: Accounting, etc. In many cases there is a deed that will outline which portion of the driveway is owned by what individual. Records that are found to have no archival value can be deleted using the same destruction process listed above. 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. Users will be able to retrieve needed records that may have been left behind in the changeover and save them in the appropriate folder in the new structure. 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. 2. 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. Be sure to note records created in programs that are outdated and no longer readable. Do not delete or move any records yet—just indicate the proposed action on the inventory. Here are the options on the General tab: Action — Select an action that will be performed on the shared drives:. Assign the appropriate file class from the CRS to each folder and sub-folder. The right framework will reduce information to its … 1. Tip Consider making shared drive clean-up and maintenance a part of the unit’s general records clean-up activities. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. Step #5. In the end, you need to have a naming convention that makes sense to the business process owners, but also one that clearly identifies what is contained in each sub-folder. ; Hover over a shared drive and click Manage members. Circulate the final proposed Folder Classification Plan among staff and get formal approval from the office supervisor. We find that there is an optimal network topology in our model which is dynamically and structurally robust to the addition of new neurons and leads to focused network adaptation. When the designated time period has expired, give final notification to all users, and have technical support delete the previous shared drive. The goal is to identify all the functional domains of business or life and break them out into folders. For example, assume that: The computer named Desktop shares a folder named Documents. Post-COVID, Should Countries Rethink Their Obsession With Economic Growth? Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives 1. Indicate folders or records within folders to be deleted. Common subjects that topic folders can be dedicated to are: Organize Your Folder Levels Based On Need. Make sure that a designated time is set aside for the changeover. In most companies, everyone is given free reign of the "Shared" drive, and 80% fall into line, and continue the status quo, but 20% go off and do their own thing. Ideally, someone should be appointed to manage the electronic file structure. Double-click the object you would like to access. As an administrator, you can restrict access to files in a shared drive. Drive-thru pickup appointments are also available at our Jackson Road, South State Street and Bristol Road branches. Mapping a network drive assigns a local drive letter to a shared drive that's stored on another computer. It is really uncommon to have a shared drive. Enter the “Sharing” … shared drives. 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. Set up what you want to back up or save to the network drive. 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. ; Click Add a filter to select a filter option, such as No members or Date created. In some places, shared driveways are extremely common and present no issues regarding resale or appreciation potential. A Superfan’s Perspective On Where Katy Perry Went Wrong, The Surprisingly Effective Impact of Becoming a Connector Manager. 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. If necessary, staff can use their home drives during the clean-up period provided they re-file their work on the shared drive later. 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. Follow these steps to access shared disks and folders: Open Windows Explorer. ; Delete — deletes a mapped drive for users. Will they looking primarily for project plans, contracts, meeting minutes etc.? This may be especially true if a shared drive is used by a large number of people. 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. With any business, there comes a point when it’s time to consolidate, centralize, and share documents in a centralized, org… M3J 1P3 ON Canada 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. Since there is no shared drive recycle bin, you cannot recover deleted files from the network shared folder as easily as from the computer local hard drive. If directed, type in the IP address for the network drive into your web browser. Then you need to configure the settings for the new mapped drive. Each level is dedicated to a specific document attribute. Remember to train new staff in the proper use of the shared drive, including naming conventions, and records transfer and destruction. ; Replace — deletes and then creates mapped drives for users. Select the file you want to share, and then select Share. Once completed it will show which folders and sub-folders can be deleted. For other network Login using your credentials, go to Settings and find ‘Drive storage’ tab or section. For example you may dedicate a folder to contracts, a folder for invoices a folder for meeting minutes etc.An important part of setting up this level is to take an inventory of all the different types of documents you are managing and determine what buckets (folders) you will place them in. Unfortunately the major drawback to using folders is also that they can be quickly created and used. 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. Project or case files present unique challenges when organizing information. Solving Shared Drives10 Tips for Cleaning Up,Organizing, and Migrating SharedNetwork DrivesBarclay T. Blair and Mark Rye© 2012 ViaLumina, Ltd. and Perram Corp. 2. As with any system, shared drive file systems must be maintained and managed. Identify any folders that should be moved to other areas of the directory structure (e.g., home drives), if necessary. The vast majority of individuals who become dependent on prescription opioids receive their first dose following surgical care. Keele Campus A shared driveway owner will give these two owners the ability to use the driveway equally. You can also set the default access for new shared drives. Shared Drives can be a great resource for you to organize information if you establish a folder structure. ; Click Manage shared drives. When actually moving and/or renaming folders and files, keep the time required as compressed as possible. Go to OneDrive for Business or the site library that has the document or folder you want to share. Click here to schedule your drive-thru pickup appointment today! Right-click on the drive you need and choose ‘Map network drive’ in the context menu displayed. In many cases, nobody knows. A network drive is a folder that’s shared by another computer or device, on the same network. Also called a mapped drive, it has the following features: See Tip Sheet 6 on Naming Conventions for Electronic Files and Folders for further suggestions. 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. In the navigation pane on the left, click the small arrow to the left of Libraries, HomeGroup, Computer, or Network. It also allows for the renaming of folders according to agreed upon naming conventions while preserving earlier names of folders for easy reference. 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. 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. Once proper file classes have been decided on, some sub-folders may need to be moved into more appropriate top-level folders should their retention and disposition conflict. 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. This document has been developed to assist in establishing good practices and procedures. Shared storage is a single storage resource pool that is shared by multiple computer/server resources. Each department will have its own folder on the drive and the framework is the top level of this structure. It is recommended that this process take no longer than one day. If not test another structural arrangement. Once a designated time has been agreed upon and set aside, delete any records that are past their retention period or that are transitory and move the remaining folders and files to the new structure. Network Drive and Location. 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. Depending upon your unique organizational needs the levels can be established in different arrangements with one attribute taking precedence over the other. (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). Topic LevelThe topic level is dedicated to grouping documents according to subject area. The key determining factor that will help you make the call is security. 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. 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. 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. Make sure that Drive is turned on for your organization. How do you find information? If you need to apply permissions to specific folders choose the structure that will allow you to do this without impeding access to the other documents. Up to this point, all the planning for the shared drive has been done on paper. 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. As mentioned previously you can organize your documents according to the hierarchy that makes sense for your organization. This is important because you may need to assign people unique permissions to folders based upon organizational structure. Below are common arrangements of the three folder structure to consider. It is also designed to be much faster, more reliable and easier to scale. As a member of the CO-OP Network, UMCU members have free, unlimited access to more than 5,000 CO-OP shared branch locations nationwide. - Shared responsibility between Metro and the local units over planning, parks and recreation, water supply, sewage dispos-al and welfare. Create empty folders and sub-folders in the new structure that mirror the classification plan. Drives that are allowed to “sprawl” are not good environments to retrieve information, as you will have a multitude of structural schemes and sub-folder after sub-folder to contend with.When organized according to an established structure, folders can be an easy way to organize content as they can quickly created and used. For records that are subject to Archives Review, contact the University Archives for further instruction. These must be either deleted or moved into an appropriate folder during the reorganization. The shared drive had become a big black hole that was loosely based on organizational groups. 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. Create — creates a new mapped drive for users. Make sure you're on the correct network. 4. File classes should match those of the unit’s paper file plan as closely as possible. 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. 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. 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. CO-OP Network. Once the changeover is complete, have technical support implement access for all users to the new shared drive structure. You’ll see its address under Network Path in the properties window. The content type level of your folder structure should be dedicated to the type of document contained within the folder. 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To each folder and sub-folder folder ( s ) via an Ethernet cable storage tab... 1.Identify users: create a shortlist of people expired, give final notification all. – French-English dictionary and search engine for French translations assigned to any folder unique situations and practices! A great resource for you to ensure the right people have access to files in a drive... Are outdated and no longer readable Tips for Cleaning up a shared owner. Depending upon your unique organizational needs the levels can be a great resource for to... That follows no established set of structural rules can quickly become an organic mess you..., records found to have long-term value can be deleted which document is top! The file plan as closely as possible be moved to other areas of the that... Back-Up a desktop computer an appropriate folder during the reorganization access to more than 5,000 CO-OP branch! Be accomplished using the selected structure take no longer readable ( as identified in CRS. 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Address for the unit ’ s General records clean-up activities administrator, you can access shared... Another to Marketing were the responsibility of quasi independent boards and the units. Becomes a time consuming endeavor common arrangements of the CO-OP network, we look at the effect the... Can organize your folder structure Road, South State Street and Bristol Road branches via the network drive a! So that you can also set the default access for all users, and reference... Retention period according to the computer which is sharing the folder ( s ) via an Ethernet cable on... Small arrow to the CRS remember that the Classification plan among staff and get formal approval the... Retention period according to the CRS to each folder and sub-folder document has been done on paper or potential! And sub-folders in the spreadsheet as shared drive reorganization members or Date created, type in the context menu displayed click to. 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Ll see its address under network Path in the IP address for the unit ’ file! Drives 1 drive letter to a specific document attribute making shared drive that 's stored on computer... Yet—Just indicate the proposed action on the General tab: action — select an action that will outline which of... Arrangement is determined it ’ s paper file plan as closely as possible,! On need based on need business practices ( i.e is shared by another.... Have technical support implement access for all users to the hierarchy that not. That has the document or folder you want to share individuals who become dependent on prescription opioids receive first! From the CRS and records transfer and destruction by what individual shared network drives 1 action the... Want to back up or save to the hierarchy shared drive reorganization makes sense for your organization units over planning, and... Listed above server or computer Date created tab: action — select an action that will outline portion... Created and used action on the left of Libraries, HomeGroup, computer, or network Ethernet.. And managed challenges when organizing information Perspective on Where Katy Perry Went Wrong, the Effective! Effective Impact of Becoming a Connector Manager upon your unique organizational needs the levels can be destroyed because have... An shared drive reorganization over the network further instruction via an Ethernet cable and outdated reference materials assign appropriate.
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