Identify any folders that should be moved to other areas of the directory structure (e.g., home drives), if necessary. 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. 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. File classes should match those of the unit’s paper file plan as closely as possible. Assign the appropriate file class from the CRS to each folder and sub-folder. Record new folder titles (if needed) as determined by the unit’s file naming conventions in the spreadsheet.
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These must be either deleted or moved into an appropriate folder during the reorganization. Make sure to record in the inventory any orphan files (saved outside of folders) in the top two levels of the shared drive. Office of Primary Responsibility (yes/no).New Folder/Sub-folder name (if necessary).In a spreadsheet, table or database, set up the following categories: The inventory should list only the top one or two levels (depending on the number of sub-folders). It also allows for the renaming of folders according to agreed upon naming conventions while preserving earlier names of folders for easy reference. Once completed it will show which folders and sub-folders can be deleted. Organizing an Existing Shared Drive in Compliance with the CRS Inventory Folders and Sub-FoldersĬreating an inventory of folders is an essential step in reorganizing and cleaning up a shared drive. See Tip Sheet 6 on Naming Conventions for Electronic Files and Folders for further suggestions. 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. RIM ProtocolĮach 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.
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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. Allocation of ResponsibilityĮach 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. 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. Most units have shared drive space where staff can file documents of use to the unit.