Developing Responsibility to Maintain Organization on the Shared Drive

Responsibility Road SignOnce you get the shared drive reorganized it is important to establish accountability and responsibility to help maintain file structure and organization. As organizations evolve and change, so do file structures and record guidelines. It is essential for a person or department be accountable for the documents, records, and knowledge of the organization to maintain good record keeping. This can be the IT department or a person can be identified in each department or area of the company or organization. This person could have a title called ‘Organization Record Manager’, ‘Department Shared Drive Manager’ or ‘Electronic Record Coordinator’.

The following is a list of possible duties that this person would be responsible for as it relates to documents and records on the Shared Drive network:

  • Planning and coordinating annual review and purge of the shared drive with their respective department or area
  • Updating the shared drive guidelines and/or policy
  • Periodic check and review of the file structure on the shared drive to ensure it is in accordance with the guidelines
  • If unknown or unauthorized files are found, investigate ownership and accountability
  • Providing training for new hires, including contractors or employees, on the shared drive structure and guidelines
  • Authorize user permissions for restricted files within the respective department or area

It is also important to establish end-user and staff accountability. The responsibility for managing individual files or documents should reside with the author, team, or department who created the original file. The document originator or end-user should be responsible for:

  • Managing owner or authored files and documents on the shared drive
  • Ensure the file and its contents are in accordance with the file structure and document naming conventions
  • Removing the file and/or document contents, per the retention guidelines

Establishing this accountability will help an organization to maintain good structure and organization on the shared drive as well as create accountability for all staff to be responsible for good record and file keeping for the organization.

To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.

Project Management Support for Reorganization of the Shared Drive

Depositphotos_1306891_xsTaking on the task of reorganization and structure of the shared drive can be daunting. It is important to choose the right internal person to assist and manage this type of project. This type of project requires someone or a team to create user-friendly, standardized, comprehensive, and extensive file structure, taxonomy and data/record management guidelines.

Sometimes an organization delegates the project to entry level or administrative staff. However, with limited decision-making authority, these individuals are often hesitant to change, alter, move, or remove files and documents from the shared drive network. Further, without buy-in from all employees, revised structures developed by one staff often can end up to be a short-term solution and not long lasting.

It is important for organizations to train internal personnel, engage a team, or hire consultants who have IT knowledge and understanding along with a clear process of how to facilitate groups to develop guidelines and an electronic file structure that can last into the future. These project managers or consultants are essentially in organizing the project, facilitating the process and providing counsel on data management best practices.

It is recommended in choosing internal personnel as project managers or project team participants to have the following skills;

  • A good understanding of server Happy team. Isolated.systems and shared drive networks
  • Excellent group facilitation skills; with the ability to foster dialogue and gain group consensus
  • Strong organizational skills and the ability to create file hierarchical systems and taxonomy
  • Strong skill in navigating and using functions and tools in Microsoft Office, and in particular Windows Explorer
  • Good knowledge of file extensions.

Information management, technology and professional organizing consultants can provide the service that offers the expertise needed to develop shared electronic file guidelines and structure. To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.