can be deleted or quarantined, depending on your use policy and how nice you’re feeling that day. %PDF-1.5 2. We’re probably all familiar with issues like document duplication and difficulties finding information. What if I rent my car and bypass DriveShare? by s.Hackleman. Are there policy and procedures for staff regarding the use of shared drives? DriveShare's Policies and Procedures. on Aug 30, 2010 at 10:44 UTC. Structure the folders and sub-folders to correspond to disposition schedules. Perform a risk analysis to determine if the shared drive can provide a sufficient audit trail. Business rules for using shared drives. Meet with divisional leaders to ensure the policies and procedures being created are feasible for individual departments. These early-career leaders already are having an outsized impact on government IT. stream 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. This structure can map to a shared drive file … With such rights, the manager has the responsibility for maintaining who has access to the share. 1. To ensure that shared drives are used in a manner that maximises the business benefits and minimum the risks and costs to [our organisation], users are asked to implement the following business rules. On its own, a shared drive does not provide the functionality of an electronic recordkeeping system. Document all changes. Use folders to share groups of files with others online. 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. Do policies and procedures include rules and instructions for saving records into corporate recordkeeping systems? Share files with specific individuals, never with “everyone” or the “public”. Orphaned content: Personal subject folders—the digital equivalent of the desk drawer—for staff that have moved on. Identify personal materials and non-records to ensure they are maintained separate from the federal records in the shared drive. See all 7 articles General FAQ. (11) The use of anonymous or 'guest' user ID's and passwords to access VU information systems and s… 1. 5. POLICY STATEMENT The S drive, as operated and maintained by KHPA is a shared drive for employee use. Be sure to answer questions like… Where should documents be saved? Insurance. I’ll use item level targeting so it only maps this drive for users in the HR organizational unit. Identify staff points of contact responsible for shared drive management. Personal devices must meet the agency-owned device requirements for security set forth in the preceding section 2 of this policy and b. Create a new folder or edit an existing one. For a full list of minimum standards, please reference the Network Security Policy. Policies, Procedures, Guidelines a. Example 1: Map a Department Network Drive Using Group Policy. Best Practices for Sharing Files. Our employees are only allowed to drive a company car if they: Have a valid driver’s license. Home > Best Practices > Policies & Procedures. <> Add/remove users and/or groups 3. 4. The following policy shall govern the use and maintenance of the S drive. In the age of cloud storage, the risks of a poorly manage… Set permissions for access 4. by Nathan4055. Employees are permitted to drive their assigned company cars outside of working hours, but they must always abide by this policy. on Aug 28, 2014 at 16:14 UTC. Personal Devices must follow any regulatory compliance demanded by current applicable legislation and policy, including this policy. Shared Drive Security. Develop a file plan. Outline the folder and subfolder hierarchy, so your users know where to save them. 1 0 obj Save your documents to the correct drives. Set deadlines for each policy and procedure to be acknowledged. Eventually it evolved in to a web of 3 shared drives with no organization and a ton of duplicate files (we still have the .exe and .dll files mixed in to our shared documents). share are responsible for managing their data according to the members’ established procedures as well as to the specific permissions that each member is granted (read, write, delete). Purpose The purpose of this policy and guidelines document is to establish and communicate data (9) Approval via the Director of IT Operations must be obtained to use alternate authentication models. Make Policies and Procedures easily accessible to your employees. When considering a sample policy or procedure, be sure to read them thoroughly and make appropriate changes to ensure they match your organizational needs. Develop appropriate policies such as permissions, access controls and acceptable formats for filing records long-term. Changing the default (inherited) permissions on a folder What kinds of data can be stored on the file server? Network data storage is intended for critical data access from multiple locations on campus; it is not intended to archive large amounts of non-critical or personal data. In case you need any extra incentive to finally deal with the issue, we should point out that a poorly managed shared drive has more than a few downsides. Solved Policies ... We have several company VIPs who keep wanting us to set up special folders on our shared drive. We retain the right to revoke or assign company vehicles at our discretion. Establish and enforce naming conventions for folders, sub-folders, and files. During the transition, Offices will continue to use shared network drives. “NARA recognizes agencies have long used shared drives to store content," the archives agency said in a statement accompanying the draft guidance. An internal shared drive saves office space and allows for easier document access while in the office. One or two users must be designated as "manager" of the share. There needs to be a rhyme and reason to how documents are saved. 4 0 obj The problem is employees can’t access shared drives remotely, which is exacerbated if your employees need to reference policies in the field to do their jobs. Determine the best format of policies for your different audiences. Prerequisites to drive a company car. Best practices for shared drives include: Alice Lipowicz is a staff writer covering government 2.0, homeland security and other IT policies for Federal Computer Week. Some federal agencies have benefited by using shared drives as a recordkeeping solution, while others have found it challenging, according to a new draft guidance bulletin from the National Archives and Records Administration. Policies & Procedures. <>>> (8) In accordance with the Information Security Policy, all VU equipment, networks and business systems must identify and authenticate VU users by an Information Technology Services (ITS) approved authentication service. Be persistent on making sure the policy is followed - explain the costs involved in creating the documents and what that would re-cost the company to re-make. In … Cleaning up Shared Files Drives. NARA now is seeking input from federal agencies by Oct. 27 for its next official guidance on shared drives. Deep learning predicts emergency resolution time, Navy riding herd on excess, complex IT systems, Rethinking computing for next-level problems, NDAA includes pilots for consumption-based solutions, Leidos partnered with, and is now buying, 1901 Group for managed services capabilities, Pandemic speeds modernization across federal agencies. x��[[���~7��@�I*�\Εd,j���A�:�-���+QZ6��HԺ�_�s�BΈ�6� i4�s��w�L�_�jU,��o�_7M�x,�ѧ��z������X��]�T������`�we�,77ћ��ћ��/�ߓ��8�����%���L�$�R.b�E�[���]��/_$�Z}�̷o_��4�8��z~%f�j�f�9If��+6����j6��`Y\�.�a}J��>��@�T���Y,����q.gš\�.���+9;Ts�gOx���I�$�����O�+@Fc�͈w�U�hp!X��%#�:kJ�屔�����4&�Ծy,���d�s�/�M'�tv�G"�!��k5�?���|C˗dqj5�O\�86J�?� �O�a%�cUc�n>&�$Ψ;g�P�/`;a�8��(=��e@_jT�ϳ�,�ʜ�d�Z����yJA��D�,������u ���MSo���������i,�� For instructions on mapping a drive to your personal file share on a Mac, UNIX-based, or non-ITS managed Windows computer, contact the ITS Help Desk at extension 7745 or refer to the ITS knowledge base document: Mapping a Network Drive. With proper policies and procedures, a shared drive can be a recordkeeping solution. “. 3. 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. Generally the folder sharing is among users in a particular department, but can be extended across departments. Specific challenges include: Q Drive Basics. <>/ExtGState<>/XObject<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/Annots[ 9 0 R] /MediaBox[ 0 0 612 792] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> <> 1. For example, Betty worked in finance as accounts payable … 2. They want these folders to be named in the format UserA&UserF and for only UserA and UserF have access. Through a combination of manual and automated policies and procedures a shared drive can be a recordkeeping system. It should be used when a project requires input from multiple employees, requires multiple edits or is of such a duration that an ongoing real-time file is necessary. In this example, I’m going to map a network drive for the HR department. guidelines, and procedures. developing your own policies and procedures. A shared drive that follows no established set of structural rules can quickly become an organic mess if you are not careful. Identify the record copy and maintain it in an area designated for Federal records. “Agencies have had varying degrees of success in managing the Federal records on shared drives. Shared network drives must be managed as follows: • The use of shared drives is to be regularly reviewed and all outdated information is to be moved to archive folders • Access to drives is to be provided to appropriate personnel only • Duplicate copies of data should be kept to a minimum • Draft copies of documents should be removed once finalised, unless they are required as part of an audit process … You could also use a Security Group to target a specific group of users. With proper policies and procedures, a shared drive can be a recordkeeping solution. What if the unthinkable happens, and the car is damaged? Personal content: Wedding photos, music, videos, etc. First, you need to create shared drive policy and procedures on how to use the shared drive for document management. Work with IT staff to ensure the integrity of the shared drive. endobj Nominations for the 2021 Fed 100 are now being accepted, New rule lets contractors seek religious exemptions to anti-discrimination policies, GSA sketches next steps for CEOS, Polaris and EIS, NDAA includes new acquisition pilot for consumption-based solutions, Contested FBI wireless contract goes to AT&T, NSA warns on Russian hackers stealing data through VMware flaw, CISA doesn't plan to tackle COVID vaccine disinformation, Russian hackers target virtual workspaces, NSA warns, Congress axes CMO office in 2021 defense bill, FEC: Elections agency up and running again, Senior Execs issue statement rejecting Schedule F. NTEU: Through Dec. 14, members get Consumer’s Checkbook—free! s6� 0[8��h�y��f�4�L�"!2����&�. This is similar to the "C" drive designation typically used for the computer's primary hard drive. As with any system, shared drive file systems must be maintained and managed. 4. These may include but are not limited to copies of minutes, agenda, circulars, procedures and external publications no longer required for reference; ensure all work related information is moved out of your own 'Documents' folder to an appropriate folder with appropriate security on a shared network drive %���� However, an unmanaged shared drive can also lead to reduced productivity and increased security and compliance risks. Assign someone collateral duties as the Shared Drive Database Administrator (they used to be called the File Clerk - times have changed). Managing records on a shared drive requires intervention and will be a challenge. Guidelines on Shared Drives 3 A. Your Board of Directors is a re source that is invaluable as you create, review or update your policies. 3 0 obj Without a set file plan, shared drives can become quickly disorganized. This Standard Operating Procedure (SOP) is intended to serve as a guide for all Staff that use, administer or are accountable for shared drives on United Nations Information and Communications Technology (ICT) networks to assist offices as they prepare for this transition. Maintain training for staff in use of the shared drive. The shared drive is organised with a folder for each of Tearfund's 15 departments, in which there are five sub-folders: 'About', 'Policy', 'Strategy', 'Learning' and 'Archive'. 3. The {Business Name} IT Policy and Procedure Manual provides the policies and procedures for selection and use of IT within the business which must be followed by all staff. Talk to your departmental IT support for help securing your computers and other devices. All activities, projects and correspondence are organised within the sub-folders and each department has an assigned activity administrator responsible for ensuring the folders are correctly and consistently used across departments. Temp files, thumbs DB or system-generated files. endobj Use metadata and file plans to link related files. Ideally, someone should be appointed to manage the electronic file structure. Most people never think that far. Purpose 1. Shared drives, also known as network drives, are typically used to store and share content such as word-processing documents, scanned and photographic images, audio, video, spreadsheets,presentations, and databases. Best practices for shared drives include: Develop appropriate policies such as … endobj The Records Classification and Retention Schedule has a hierarchical structure. It also provides guidelines {Business name} will use to administer these policies, with the correct procedure to follow. ... 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