Topic LevelThe topic level is dedicated to grouping documents according to subject area. 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. In some places, shared driveways are extremely common and present no issues regarding resale or appreciation potential. shared drives. Shared storage is a single storage resource pool that is shared by multiple computer/server resources. See Tip Sheet 6 on Naming Conventions for Electronic Files and Folders for further suggestions. For records that are subject to Archives Review, contact the University Archives for further instruction. 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. 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. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS)… 1.Identify Users: Create a shortlist of people and the departments they are from that will be using the folder structure. Remember to train new staff in the proper use of the shared drive, including naming conventions, and records transfer and destruction. 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. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. Determine what structural hierarchy will allow you to ensure the right people have access to the right information. 2.Identify Information: Document for each user group the type of information they will be seeking. ; Delete — deletes a mapped drive for users. How do you find 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. After Archives Review, records found to have long-term value can be transferred to the Archives. 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. Most units have shared drive space where staff can file documents of use to the unit. Keele Campus For official records, apply the retention and disposition rules as per the CRS. That means the framework is universal across all departments, ie: Drive S: Marketing; Drive S: Human Resources; Drive S: Accounting, etc. 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. This may be especially true if a shared drive is used by a large number of people. Identify any folders that should be moved to other areas of the directory structure (e.g., home drives), if necessary. The key determining factor that will help you make the call is security. It allows servers to save data and files on a shared storage system, designed to be independent of each server or computer. As an administrator, you can restrict access to files in a shared drive. Make sure that a designated time is set aside for the changeover. 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. instructions in blue writing & square brackets). See. Mapping a Drive 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. 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. Solving Shared Drives10 Tips for Cleaning Up,Organizing, and Migrating SharedNetwork DrivesBarclay T. Blair and Mark Rye© 2012 ViaLumina, Ltd. and Perram Corp. 2. ; Replace — deletes and then creates mapped drives for users. - Shared responsibility between Metro and the local units over planning, parks and recreation, water supply, sewage dispos-al and welfare. 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