shared drive policy and procedures

1. Shared network drives must be managed as follows: • The use of shared drives is to be regularly reviewed and all outdated information is to be moved to archive folders • Access to drives is to be provided to appropriate personnel only • Duplicate copies of data should be kept to a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 … With proper policies and procedures, a shared drive can be a recordkeeping solution. They want these folders to be named in the format UserA&UserF and for only UserA and UserF have access. Home > Best Practices > Policies & Procedures. by s.Hackleman. Temp files, thumbs DB or system-generated files. 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 Are there policy and procedures for staff regarding the use of shared drives? Generally the folder sharing is among users in a particular department, but can be extended across departments. However, an unmanaged shared drive can also lead to reduced productivity and increased security and compliance risks. 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. by Nathan4055. Personal content: Wedding photos, music, videos, etc. 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. Create a new folder or edit an existing one. 4. Solved Policies ... We have several company VIPs who keep wanting us to set up special folders on our shared drive. Develop a file plan. See all 7 articles General FAQ. It also provides guidelines {Business name} will use to administer these policies, with the correct procedure to follow. One or two users must be designated as "manager" of the share. 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. 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. Identify staff points of contact responsible for shared drive management. I’ll use item level targeting so it only maps this drive for users in the HR organizational unit. %PDF-1.5 (11) The use of anonymous or 'guest' user ID's and passwords to access VU information systems and s… endobj Best Practices for Sharing Files. 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! 3 0 obj (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. 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. 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. Meet with divisional leaders to ensure the policies and procedures being created are feasible for individual departments. Specific challenges include: Perform a risk analysis to determine if the shared drive can provide a sufficient audit trail. This is similar to the "C" drive designation typically used for the computer's primary hard drive. When considering a sample policy or procedure, be sure to read them thoroughly and make appropriate changes to ensure they match your organizational needs. Do policies and procedures include rules and instructions for saving records into corporate recordkeeping systems? Be sure to answer questions like… Where should documents be saved? endobj 3. 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,�� Document all changes. There needs to be a rhyme and reason to how documents are saved. (10) ITS approved authentication services include Active Directory and WebSSO. on Aug 30, 2010 at 10:44 UTC. An internal shared drive saves office space and allows for easier document access while in the office. Assign someone collateral duties as the Shared Drive Database Administrator (they used to be called the File Clerk - times have changed). Structure the folders and sub-folders to correspond to disposition schedules. guidelines, and procedures. 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. <>/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>> Your Board of Directors is a re source that is invaluable as you create, review or update your policies. 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. Share files with specific individuals, never with “everyone” or the “public”. Ideally, someone should be appointed to manage the electronic file structure. can be deleted or quarantined, depending on your use policy and how nice you’re feeling that day. 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. Best practices for shared drives include: Develop appropriate policies such as … Our employees are only allowed to drive a company car if they: Have a valid driver’s license. endobj 4. Identify the record copy and maintain it in an area designated for Federal records. 2 0 obj During the transition, Offices will continue to use shared network drives. Shared Drive Security. Cleaning up Shared Files Drives. Purpose The purpose of this policy and guidelines document is to establish and communicate data 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. “. Through a combination of manual and automated policies and procedures a shared drive can be a recordkeeping system. “NARA recognizes agencies have long used shared drives to store content," the archives agency said in a statement accompanying the draft guidance. 2. 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. 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. 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. 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). These early-career leaders already are having an outsized impact on government IT. Save your documents to the correct drives. You could also use a Security Group to target a specific group of users. Identify personal materials and non-records to ensure they are maintained separate from the federal records in the shared drive. In this example, I’m going to map a network drive for the HR department. <> POLICY STATEMENT The S drive, as operated and maintained by KHPA is a shared drive for employee use. Orphaned content: Personal subject folders—the digital equivalent of the desk drawer—for staff that have moved on. DriveShare's Policies and Procedures. We’re probably all familiar with issues like document duplication and difficulties finding information. ... Will my current insurance policy respond if something happens to my car while it's rented out? Work with IT staff to ensure the integrity of the shared drive. Insurance. Business rules for using shared drives. For example, Betty worked in finance as accounts payable … We retain the right to revoke or assign company vehicles at our discretion. With proper policies and procedures, a shared drive can be a recordkeeping solution. A shared drive that follows no established set of structural rules can quickly become an organic mess if you are not careful. Add/remove users and/or groups 3. 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). Employees are permitted to drive their assigned company cars outside of working hours, but they must always abide by this policy. On its own, a shared drive does not provide the functionality of an electronic recordkeeping system. The following policy shall govern the use and maintenance of the S drive. 3. In … Talk to your departmental IT support for help securing your computers and other devices. Policies, Procedures, Guidelines a. Outline the folder and subfolder hierarchy, so your users know where to save them. The purpose of this document is to provide guidance to personnel in relation to the usage, organisation and management of information and records in United Nations shared drives as required by the Secretary General’s bulletins ST/SGB/2007/5 stream Sample Computer Network Security Policy For a full list of minimum standards, please reference the Network Security Policy. 2. Use metadata and file plans to link related files. 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. 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'. In the age of cloud storage, the risks of a poorly manage… (9) Approval via the Director of IT Operations must be obtained to use alternate authentication models. Set deadlines for each policy and procedure to be acknowledged. Example 1: Map a Department Network Drive Using Group Policy. 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. NARA now is seeking input from federal agencies by Oct. 27 for its next official guidance on shared drives. The Records Classification and Retention Schedule has a hierarchical structure. “Agencies have had varying degrees of success in managing the Federal records on shared drives. Below are the basic steps required to manage your departments shared drive. 5. Personal devices must meet the agency-owned device requirements for security set forth in the preceding section 2 of this policy and b. What if the unthinkable happens, and the car is damaged? Establish and enforce naming conventions for folders, sub-folders, and files. %���� <> s6� 0[8��h�y��f�4�L�"!2����&�. 1. Policies & Procedures. Use folders to share groups of files with others online. Purpose 1. What if I rent my car and bypass DriveShare? 1 0 obj 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. Make Policies and Procedures easily accessible to your employees. Personal Devices must follow any regulatory compliance demanded by current applicable legislation and policy, including this policy. Guidelines on Shared Drives 3 A. Prerequisites to drive a company car. Q Drive Basics. First, you need to create shared drive policy and procedures on how to use the shared drive for document management. Managing records on a shared drive requires intervention and will be a challenge. <>>> Maintain training for staff in use of the shared drive. Anyone can move files around or create new folders at any time. Determine the best format of policies for your different audiences. on Aug 28, 2014 at 16:14 UTC. Most people never think that far. What kinds of data can be stored on the file server? developing your own policies and procedures. Set permissions for access 4. Changing the default (inherited) permissions on a folder Develop appropriate policies such as permissions, access controls and acceptable formats for filing records long-term. With such rights, the manager has the responsibility for maintaining who has access to the share. As with any system, shared drive file systems must be maintained and managed. Without a set file plan, shared drives can become quickly disorganized. 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. 4 0 obj 1. This structure can map to a shared drive file … , shared drives such rights, the manager has the responsibility for maintaining who has to! 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