A Practical Approach to Managed Shared Drives
Download as PPTX, PDF4 likes3,920 views
The document outlines a practical approach taken by a mid-size oil and gas company to establish managed shared drives, addressing issues of document disorganization and duplication. It details the methodology including steps like building a universal framework, designing folder structures, and implementing user permissions, all aimed at enhancing efficiency and compliance. Lessons learned emphasize the importance of user participation and effective change management throughout the process.
A Practical Approach to Managed Shared Drives
- 1. A Practical Approach To Managed Shared Drives
- 2. Practical Approach to Managed Shared Drives: Agenda • • • • Case Study Background Managed Shared Drive Methodology Scope / Outcomes Lessons Learned
- 3. 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
- 4. Background • • • • • Approx. 10 full time RM staff Approx. 60 full time IT staff Used basic RM practices SharePoint in limited use Livelink being implemented
- 5. 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’
- 6. TAB’s Approach Managed Shared Drive • 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 DM Repository • Securely store and control versions of key document collections • Metadata, standard doc. Types • Platform for publishing, access, searching
- 7. Managed Shared Drive Methodology 1. Build the Framework
- 8. 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
- 9. Sample Framework Dept. Shared Drive BUSINESS -Master Collections -Structured -Predictable & logical -Standard naming conventions e.g.: -Equipment Inspections& Inventory -Engineering Projects -A&D Projects -Incidents MGMT & ADMIN -Dept. specific -Determined by subject matter, volume & complexity -12 - 15 folders per level e.g.: Budgeting Department/ Team Meetings Employee Administration GOVERNANCE -Official internal authorities --Policies & Procedures - Codes & standards e.g. Drawings & schematics Operating Procedures Policies Practices 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 E-TRIM / DELETE -Documents to be Deleted Temporary folder set up for E-Trim Process
- 10. Managed Shared Drive Managed Shared Drives Methodology 1. Build the Framework 2. Design Folder Structure
- 11. 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
- 13. Managed Shared Drive Managed Shared Drives Methodology 1. Build the Framework 2. Design Folder Structure 3. Document User Permissions
- 14. 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
- 15. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. Build the Framework Design Folder Structure Document Permissions Implementation Preparation
- 16. Implementation Prep • Create empty New folder structure • Assign permissions • Root folder named differently – prefix – i.e. Human Resources vs New Human Resources
- 17. 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....
- 18. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. 5. Build the Framework Design Folder Structure Document Permissions Implementation Preparation E-Trim Kick Off
- 19. 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
- 20. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. 5. 6. Build the Framework Design Folder Structure Document Permissions Implementation Preparation E-Trim Kick Off Monitor & Assist
- 21. Monitor & Assist • Support / Coach • Monitor Remotely • Progress Reporting – Sometimes imprecise • Escalation if necessary
- 22. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. 5. 6. 7. Build the Framework Design Folder Structure Document Permissions Implementation Preparation E-Trim Kick Off Monitor & Assist E-TRIM Completion
- 23. E-Trim Completion • Project close-out • Delete old source directories (empty) • Rename New directory (remove prefix)
- 24. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. 5. 6. 7. 8. Build the Framework Design Folder Structure Document Permissions Implementation Preparation E-Trim Kick Off Monitor & Assist E-Trim Completion Close Out & Sign Off
- 25. 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)
- 26. Managed Shared Drive Managed Shared Drives Methodology 1. 2. 3. 4. 5. 6. 7. 8. Build the Framework Design Folder Structure Document User Permissions Implementation Preparation E-Trim Kick Off Monitor & Assist E-Trim Completion Close Out & Sign Off
- 27. Managed Shared Drive Project Scope 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....
- 28. Managed Shared Drive Benefits • • • • • • • Enhanced corporate compliance Managed risk Improved efficiency Systematic, logical permissions Capitalized on knowledge assets Facilitated information sharing and collaboration Readiness for future technologies
- 29. Managed Shared Drive Lessons Learned • 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
- 30. Managed Shared Drive More Lessons Learned • 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,
- 31. Thank you!