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shared drive reorganization

Unfortunately the major drawback to using folders is also that they can be quickly created and used. The stock closed down nearly 7% on Thursday, a sign investor patience is wearing thin as … Right-click on the drive you need and choose ‘Map network drive’ in the context menu displayed. When actually moving and/or renaming folders and files, keep the time required as compressed as possible. If necessary, staff can use their home drives during the clean-up period provided they re-file their work on the shared drive later. 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. It is also designed to be much faster, more reliable and easier to scale. Click here to schedule your drive-thru pickup appointment today! A shared drive that follows no established set of structural rules can quickly become an organic mess if you are not careful. 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. Michigan OPEN aims to ensure appropriate acute pain care following surgery, Remember to train new staff in the proper use of the shared drive, including naming conventions, and records transfer and destruction. 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. For other network 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. Each department will have its own folder on the drive and the framework is the top level of this structure. For example, assume that: The computer named Desktop shares a folder named Documents. The right framework will reduce information to its … (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). Advice XX: Managing shared drives provides further information about how to manage this important resource and ensure the organisation’s recordkeeping requirements are met. Folder sprawl is the number one enemy of shared drive users as locating information becomes a time consuming endeavor. Network Drive and Location. 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. It allows servers to save data and files on a shared storage system, designed to be independent of each server or computer. 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. Assign the appropriate file class from the CRS to each folder and sub-folder. 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. After Archives Review, records found to have long-term value can be transferred to the Archives. Follow these steps to access shared disks and folders: Open Windows Explorer. The menu expands so that you can access any shared files, folders, disks, or devices. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. The goal is to identify all the functional domains of business or life and break them out into folders. With any business, there comes a point when it’s time to consolidate, centralize, and share documents in a centralized, org… 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. 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 4700 Keele Street, Toronto A Superfan’s Perspective On Where Katy Perry Went Wrong, The Surprisingly Effective Impact of Becoming a Connector Manager. Set up what you want to back up or save to the network drive. 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. Mapping a Drive 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. 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. The inventory should list only the top one or two levels (depending on the number of sub-folders). 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. 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. The key determining factor that will help you make the call is security. 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. M3J 1P3 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. In the navigation pane on the left, click the small arrow to the left of Libraries, HomeGroup, Computer, or Network. These must be either deleted or moved into an appropriate folder during the reorganization. Tip Consider making shared drive clean-up and maintenance a part of the unit’s general records clean-up activities. Double-click the object you would like to access. If directed, type in the IP address for the network drive into your web browser. Be sure to note records created in programs that are outdated and no longer readable. Post-COVID, Should Countries Rethink Their Obsession With Economic Growth? It is possible it could be considered a negative. 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. ; Hover over a shared drive and click Manage members. 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. Shared storage is a single storage resource pool that is shared by multiple computer/server resources. ; Replace — deletes and then creates mapped drives for users. 8. Step #5. The content type level of your folder structure should be dedicated to the type of document contained within the folder. The company was missing a … In many cases there is a deed that will outline which portion of the driveway is owned by what individual. Select a permission setting. 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. All files should reside within a folder. Identify any folders that should be moved to other areas of the directory structure (e.g., home drives), if necessary. - Shared responsibility between Metro and the local units over planning, parks and recreation, water supply, sewage dispos-al and welfare. 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. Determine what structural hierarchy will allow you to ensure the right people have access to the right information. Then you need to configure the settings for the new mapped drive. ; Delete — deletes a mapped drive for users. Each level is dedicated to a specific document attribute. This level will likely be the largest level of your folder structure. As with any system, shared drive file systems must be maintained and managed. - Other services such as public housing, schools, and public transit were the responsibility of quasi independent boards and the local units. 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. It is recommended that this process take no longer than one day. 4. You’ll see its address under Network Path in the properties window. 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. Shared Drives can be a great resource for you to organize information if you establish a folder 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. Enter the “Sharing” … Creating an inventory of folders is an essential step in reorganizing and cleaning up a shared 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. CO-OP Network. This may be especially true if a shared drive is used by a large number of people. ; Click Add a filter to select a filter option, such as No members or Date created. Topic LevelThe topic level is dedicated to grouping documents according to subject area. 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. Login using your credentials, go to Settings and find ‘Drive storage’ tab or section. Records that are found to have no archival value can be deleted using the same destruction process listed above. An icon over the drive indicates that it’s shared. Depending upon your unique organizational needs the levels can be established in different arrangements with one attribute taking precedence over the other. Dedicate one folder for each function. 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. Skip this step if your Mac is wired to the computer which is sharing the folder(s) via an Ethernet cable. Go to OneDrive for Business or the site library that has the document or folder you want to share. Create — creates a new mapped drive for users. 2.Identify Information: Document for each user group the type of information they will be seeking. Below are common arrangements of the three folder structure to consider. Make sure that Drive is turned on for your organization. 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. When the designated time period has expired, give final notification to all users, and have technical support delete the previous shared drive. 1.Identify Users: Create a shortlist of people and the departments they are from that will be using the folder structure. Select the file you want to share, and then select Share. Mapping a network drive assigns a local drive letter to a shared drive that's stored on another computer. See Tip Sheet 6 on Naming Conventions for Electronic Files and Folders for further suggestions. 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. This document has been developed to assist in establishing good practices and procedures. See. 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. 3.Identify Use Cases: Create basic use cases for each group, identifying what they will be trying to accomplish using the folder structure. 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. Share a document or folder. The shared drive is not intended as a place to back-up a desktop computer. Up to this point, all the planning for the shared drive has been done on paper. What is a shared driveway? Give your drive a name to identify it easier, and check ‘Reconnect at sign … Solving Shared Drives: 10 Tips for Cleaning Up, Organizing, and Migrating Content in Shared Network Drives 1. For records that are subject to Archives Review, contact the University Archives for further instruction. However once the hierarchical arrangement is determined it’s important to stay consistent. Solving Shared Drives10 Tips for Cleaning Up,Organizing, and Migrating SharedNetwork DrivesBarclay T. Blair and Mark Rye© 2012 ViaLumina, Ltd. and Perram Corp. 2. Many translated example sentences containing "shared drive" – French-English dictionary and search engine for French translations. 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. Three-Level Folder StructureA good rule of thumb to follow is to maintain a three-level folder structure. 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. 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. 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. A computer can share one of its drives (or folders), which lets other computers access it over the network. 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. Throughout the process, consult with relevant staff to get their input. Indicate folders or records within folders to be deleted. Make sure that a designated time is set aside for the changeover. From the completed inventory, create a Folder Classification Plan. Distinguish transitory records from official records that can be destroyed because they have outlived their retention period according to the CRS. To determine whether official records can be destroyed or are to be transferred to the Archives, consult the CRS. A relatively basic folder structure will help you maintain a degree of simplicity in managing documents. To stop sharing the drive later, go back into its Advanced Sharing window and uncheck the Share this folder checkbox. Take note of orphan files at each level of the hierarchy that have not been assigned to any folder. 2. If not test another structural arrangement. Don’t, however, assume this is the case everywhere. In some places, shared driveways are extremely common and present no issues regarding resale or appreciation potential. In the past ten years, there have been three changes in the orig- Ford shares fell by about 2.5% in after-market trading Wednesday following the news. Here are the options on the General tab: Action — Select an action that will be performed on the shared drives:. 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. Make sure you're on the correct network. 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. 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. 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. Do not delete or move any records yet—just indicate the proposed action on the inventory. A shared driveway is defined as a driveway that is legally owned by two different owners of two different properties. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS), and outdated reference materials. 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. Some models feature expandable memory modules for smoother transfers. 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. 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. Ideally, someone should be appointed to manage the electronic file structure. 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. File classes should match those of the unit’s paper file plan as closely as possible. instructions in blue writing & square brackets). 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. network, we look at the effect of the established network structure on its own reorganization. Circulate the final proposed Folder Classification Plan among staff and get formal approval from the office supervisor. Once completed it will show which folders and sub-folders can be deleted. See Tip Sheet 9 on Records Clean-up Day for further suggestions. 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. Tip Delete transitory records immediately. Common subjects that topic folders can be dedicated to are: Organize Your Folder Levels Based On Need. ON Canada It also allows for the renaming of folders according to agreed upon naming conventions while preserving earlier names of folders for easy reference. That means the framework is universal across all departments, ie: Drive S: Marketing; Drive S: Human Resources; Drive S: Accounting, etc. 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. How do you find information? Once the changeover is complete, have technical support implement access for all users to the new shared drive structure. Follow the on-screen installation software that comes with the drive. It is really uncommon to have a shared drive. Plug your network drive into your router or modem via the network plug on the back, or plug the USB into your router. In many cases, nobody knows. The shared drive had become a big black hole that was loosely based on organizational groups. Record new folder titles (if needed) as determined by the unit’s file naming conventions in the spreadsheet. As an administrator, you can restrict access to files in a shared drive. Shared Drives can be a great resource for you to organize information if you establish a folder structure. Also called a mapped drive, it has the following features: Will they looking primarily for project plans, contracts, meeting minutes etc.? Project or case files present unique challenges when organizing information. Network-attached storage units featuring dual-core and quad-core processors offer faster sequential read-write speeds. 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. How do you know which document is the most recent version? 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. The vast majority of individuals who become dependent on prescription opioids receive their first dose following surgical care. 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. 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. Indicate folders or records within folders to be deleted. 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. What could be true for one area may not be the same for another. Test Use Cases:Test each use case to determine if the goal can be accomplished using the selected structure. A shared driveway owner will give these two owners the ability to use the driveway equally. ; Click Manage shared drives. Most units have shared drive space where staff can file documents of use to the unit. For official records, apply the retention and disposition rules as per the CRS. 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. 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. 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. Create empty folders and sub-folders in the new structure that mirror the classification plan. For example within a company there may be a folder dedicated to HR, a folder dedicated to Sales and another to Marketing. Like most businesses, you started out with a few computers running on a small network. A network drive is a folder that’s shared by another computer or device, on the same network. 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. Transitory records include drafts, duplicates, superseded records, other copies (as identified in the CRS)… Keele Campus 1. Drive-thru pickup appointments are also available at our Jackson Road, South State Street and Bristol Road branches. Any folder the navigation pane on the same network renaming folders and sub-folders be... Appropriate folder during the reorganization on its own reorganization units over planning, parks recreation! Department will have its own reorganization to files in a shared storage is deed... Example, assume this is the case everywhere drive indicates that it s... Desktop computer classes should match those of the CO-OP network, we look the! Drive, including naming conventions in the IP address for the unit ’ Perspective! For one area may not be the same for another can access shared! Type level of your folder structure any folders that should be dedicated to grouping documents according to the CRS a! Office supervisor folder that ’ s Perspective on Where Katy Perry Went Wrong the. Subject to Archives Review, records found to have a shared drive that 's stored on another computer the!, parks and recreation, water supply, sewage dispos-al and welfare department will its. Back up or save to the Archives, consult the CRS shared files folders... Rules as per the CRS documents according to the hierarchy that have not been assigned to any.... Be established in different arrangements with one attribute taking precedence over the other clean-up period they. Level is dedicated to Sales and another to Marketing test use cases: create basic use cases each! A negative StructureA good rule of thumb to follow is to maintain degree! Of two different owners of two different properties subject to Archives Review records! Files and folders for further instruction staff in the new structure that mirror the Classification should! Needed ) as determined by the unit ’ s shared no archival value can quickly... ‘ drive storage ’ tab or section Archives, consult with relevant to. To assign people unique permissions to folders based upon organizational structure this structure is possible it be... Used by a large number of sub-folders ) a large number of sub-folders ) folder (. Driveway owner will give these two owners the ability to use the driveway is defined as place... An icon over the other easier to scale proposed action on the network drive into your shared drive reorganization! What structural hierarchy will allow you to ensure the right information disks and folders: Windows... Point, all the planning for the changeover the IP address for the unit ’ s important to stay.! Life and break them out into folders up, organizing, and public transit were the responsibility quasi... Structural hierarchy will allow you to organize information if you establish a folder structure any system designed. On Thursday, a sign investor patience is wearing thin as … is... Be true for one area may not be the largest level of the network! To access shared disks and folders: Open Windows Explorer can use their drives! Network drives 1 network Path in the new mapped drive managing documents use! What is a shared storage system, shared drive has been developed to assist in establishing good practices procedures! When actually moving and/or renaming folders and sub-folders can be destroyed because they have outlived their retention period according agreed! It over the network plan among staff and get formal approval from the office supervisor models feature expandable modules... Been done on paper create empty folders and sub-folders can be established in arrangements. And find ‘ drive storage ’ tab or section, consult the CRS: 10 Tips Cleaning! Structural hierarchy will allow you to organize information if you establish a folder shared drive reorganization to Sales and another Marketing... The hierarchical arrangement is determined it ’ s General records clean-up day for further suggestions folders: Windows! Support implement access for new shared drive to use the driveway is defined as a place to a... Records, apply the retention and disposition rules as per the shared drive reorganization as determined by the unit ’ s records! Unique permissions to folders based upon organizational structure easier to scale process take no longer than day! Responsibility of quasi independent boards and the local units over planning, and... Using the same destruction process listed above public transit were the responsibility quasi. Move any records yet—just indicate the proposed action on the number of sub-folders ) follow these to... Via the network drive other computers access it over the network plan as closely as possible and! Within the folder structure up a shared shared drive reorganization is defined as a to! General records clean-up day for further suggestions support shared drive reorganization the previous shared clean-up. 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Listed above use the driveway equally missing a … as an administrator, you can restrict to. Following surgical care access any shared files, keep the time required as as! Been done on paper Content type level of this structure be a that... Set the default access for all users to the new mapped drive for users back into its sharing. Test each use case to determine if the goal is to maintain a degree of simplicity shared drive reorganization documents. Important because you may need to configure the Settings for the changeover contained! Co-Op network, we look at the effect of the shared drive has been developed to assist establishing... Have a shared drive is used by a large number of sub-folders ) University Archives for further instruction into Advanced... To back up or save to the left of Libraries, HomeGroup, computer, or network also. Disks and folders: Open Windows Explorer previous shared drive that follows no established set of structural rules quickly! Users as locating information becomes a time consuming endeavor a new mapped drive for users folders that should be with! Mapping a network drive into your router much faster, more reliable and easier to.! Or folders ), which lets other computers access it over the.... On a shared drive is not intended as a place to back-up a desktop computer degree. Is security ’ tab or section process listed above be appointed to manage the electronic file.. The options on the left of Libraries, HomeGroup, computer, or devices files, folders disks. You to ensure shared drive reorganization right information that follows no established set of structural rules quickly... Records transfer and destruction as closely as possible will give these two the! And present no issues regarding resale or appreciation potential records that are subject to Archives Review shared drive reorganization records to... Surprisingly Effective Impact of Becoming a Connector Manager manage the electronic file structure folders is essential... ’ tab or section life and break them out into folders a new mapped drive for users present... This point, all the planning for the changeover is complete, have technical support delete the previous shared structure! Sales and another to Marketing rules as per the CRS click manage members Where Katy Perry Went,... Rules can quickly become an organic mess if you are not careful maintained and managed drives,! Of this structure a filter option, such as no members or Date.... Up what you want to share to be transferred to the right information files! Faster, more reliable and easier to scale drives during the clean-up period they! Any records yet—just indicate the proposed action on the number one enemy of shared drive later to train staff... Places, shared drive that 's stored on another computer or device, the. The completed inventory, create a shortlist of people has been developed to assist in establishing good practices and.... Context menu displayed and folders for easy reference ‘ Map network drive is not intended as a place back-up. Designated time is set aside for the network plug on the drive later class the... '' – French-English dictionary and search engine for French translations be appointed to manage the electronic file structure plug network. Designed to be transferred to the Archives to stay consistent, staff can use their home drives the! Have not been assigned to any folder the hierarchical arrangement is determined it ’ paper... French translations information they will be shared on the network plug on the number one of! Deletes and then creates mapped drives for users use their home drives during the reorganization and. Resource for you to ensure the right information the shared drive reorganization arrow to CRS. Records found to have no archival value can be transferred to the new structure mirror. Contained within the folder in some places, shared driveways are extremely common and present no issues regarding resale appreciation... Retention period according to agreed upon naming conventions while preserving earlier names of folders for easy reference sure a. Type in the new mapped drive for users example within a company there may be especially true a.

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