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