A Practical Approach to Managed Shared Drives
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Transcript of A Practical Approach to Managed Shared Drives
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A Practical Approach To Managed
Shared Drives
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Practical Approach to Managed Shared Drives: Agenda
• Case Study Background• Managed Shared Drive Methodology• Scope / Outcomes• Lessons Learned
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Background
• Mid-size oil & gas company had grown quickly• Had recently failed industry operational audits• Difficulties locating electronic documents• Recent and pending acquisitions intensified problems• Needed to quickly and effectively address these issues
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Background
• Approx. 10 full time RM staff• Approx. 60 full time IT staff• Used basic RM practices• SharePoint in limited use• Livelink being implemented
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Background
• Shared drives had ‘morphed’ into huge, confusing, dislocated, group & individual collections
• Loosely based on organizational units• No consistency• Rampant duplication• Adhoc permissions and shared access• Relied on ‘Public’ folders to share and access documents• No ‘one source of truth’
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TAB’s Approach
Managed Shared Drive DM Repository• Eliminate duplication• Folder structure to allow other team
members to locate documents easily• Build methodology & repeatable
processes• Train staff• Priority areas, quick wins • RM to remain ‘back stage• Identify, organize & migrate key
collections to DM repository
• Securely store and control versions of key document collections
• Metadata, standard doc. Types
• Platform for publishing, access, searching
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1. Build the Framework
Managed Shared Drive Methodology
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Build the Framework
• Critical first step• Based on organizational units but...• Required a framework to build all subsequent folder
structures • Had to be universal• Had to be simple, logical, intuitive• Reduce information into most basic elements• Done correctly, only have to do this once
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BUSINESS GOVERNANCEMGMT & ADMIN
-Master Collections-Structured-Predictable & logical-Standard namingconventionse.g.:-Equipment Inspections& Inventory-Engineering Projects- A&D Projects- Incidents
-Dept. specific-Determined by subject matter, volume & complexity-12 - 15 folders per levele.g.:BudgetingDepartment/ Team MeetingsEmployee Administration
-Official internal authorities--Policies & Procedures- Codes & standardse.g.Drawings & schematicsOperating ProceduresPoliciesPractices
E-TRIM / DELETE
-Documents to be Deleted
Temporary folder set up for E-Trim Process
TEAM WORK AREA
- Optional-Work in Progress-Organized by Team Members / Project / Topic /-Move content out to Business, Mgmt & Admin or Governance-Substitute for personal Drive
Dept. Shared Drive
Sample Framework
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1. Build the Framework2. Design Folder Structure
Managed Shared DrivesManaged Shared Drive Methodology
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Design the Folder Structures
• Apply the framework – Level 1• Design folder structures – Level 2 & 3
– Customized to each Dept/Area– Folder & document analysis, staff interviews– High level business processes, permissions / access
• Folder design correlation to functional classification • Present / feedback draft designs
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Sample Folder Structure
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1. Build the Framework2. Design Folder Structure3. Document User Permissions
Managed Shared DrivesManaged Shared Drive Methodology
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User Permissions
• Opportunity for IT clean up / SOX requests• Limit permissions to 3rd level • Reduce maintenance by IT• Users added to Permission Groups • Document permissions in context with new
folder structure
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1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation
Managed Shared DrivesManaged Shared Drive Methodology
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Implementation Prep
• Create empty New folder structure• Assign permissions• Root folder named differently – prefix– i.e. Human Resources vs New Human Resources
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Implementation Prep
• Many different ways to skin this cat!• Present/suggest various options but...• Users are doing the work– Their time frame (within reason)– Their resources
• Each group decides what works best• A few scenarios....
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1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off
Managed Shared DrivesManaged Shared Drive Methodology
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E-TRIM Kick Off
• TRIM stands for Toss-Recycle Information Management and is a great way to purge unnecessary material and records in your organization. E-TRIM applies specifically to electronic documents and records.
• Make it an event!• Encourage company-wide participation• Program overview, roles & responsibilities, schedule,
folder structure, How To’s• Hand outs and/or User Guides• Know your audience
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1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off6. Monitor & Assist
Managed Shared DrivesManaged Shared Drive Methodology
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Monitor & Assist
• Support / Coach• Monitor Remotely• Progress Reporting– Sometimes imprecise
• Escalation if necessary
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1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off6. Monitor & Assist7. E-TRIM Completion
Managed Shared DrivesManaged Shared Drive Methodology
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E-Trim Completion
• Project close-out• Delete old source directories (empty)• Rename New directory (remove prefix)
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1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off6. Monitor & Assist7. E-Trim Completion8. Close Out & Sign Off
Managed Shared DrivesManaged Shared Drive Methodology
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E-TRIM Close-Out & Sign Off
• 6 -9 months Post Completion• Review & sign off E-TRIM / Delete Folder– Dept. Mgr– Records Management– Legal
• Delete folder (IT)
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1. Build the Framework2. Design Folder Structure3. Document User Permissions4. Implementation Preparation5. E-Trim Kick Off6. Monitor & Assist7. E-Trim Completion8. Close Out & Sign Off
Managed Shared DrivesManaged Shared Drive Methodology
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This particular project took:• 18 months• 2 part time resources• 25 Departments / Groups• 531 Users
Through E-TRIM, we were able to delete:• 1,239,099 Documents, 175,134 Folders, 781 GB• ...and counting....
Managed Shared Drive Project Scope
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• Enhanced corporate compliance• Managed risk• Improved efficiency• Systematic, logical permissions• Capitalized on knowledge assets• Facilitated information sharing and collaboration• Readiness for future technologies
Managed Shared Drive Benefits
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• Department level solutions = Manageable scope• Focus efforts – critical collections • Benefits were easy for Sr. Mgrs & Users to see &
experience – not contrived• Users much more positive & supportive than anticipated• High level of ownership • User participation key to maintaining structure• Do not underestimate importance of change
management
Managed Shared Drive Lessons Learned
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• Reinforced importance of identification & organization of collections before migration to DM
• Users viewed broken links as manageable and unavoidable nuisances
• Volumetric statistics are misleading• Train IT Support re: permissions, folder structures,
Managed Shared Drive More Lessons Learned
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Thank you!