In 2008 and 2009, the University Library, with assistance from Records Services, ran a project to restructure and clean up their shared drive to improve information retrieval and document sharing. The Enterprise Classification Scheme (ECS) was installed on the shared drive to facilitate this. A Project Team was established to oversee the project and contained staff from the University Library and Records Services.
The Library used their shared drive for storage and use of electronic documents, but it had been organised and reorganised based on the operational structure of the library. When operational restructures occurred, new folders with the names of the new programs were added, but no redesign or reorganisation of the existing folders occurred and there was no concerted effort made to restructure, migrate or dispose of documents within any folders made obsolete by the restructures.
There was a lack of business rules and records naming conventions to enable the shared drive to be used consistently and compromised the effective sharing and flow of information. This led to the creation and titling of documents whose purpose was not readily identifiable, proliferation of folders created by staff and labelled with their own names, multiple copies of documents and difficulty maintaining version control and establishing which version of a document was the current one.
It was difficult for staff to find data or documents unless they had created them themselves.
The shared drive also had many non-official documents that were not university records or information and which should either not have been placed on the drive or only kept there for as long as they were referred to and then deleted.
The steps taken to restructure and clean up the shared drive occurred over an 18 month period.
The first step taken was to identify and then destroy files and folders no longer needed and time expired in line with the Retention and Disposal Authority (RDA). This left files and folders that were no longer current but still required for business use or required to be retained until the end of their retention period as identified in the RDA. The files and folders that were still required for ongoing business use were mapped to the ECS. The files and folders required to be retained until the end of their retention period were archived.
Business rules for document titling, templates for common document types (e.g. internal committee minutes), shared drive maintenance and document disposal were developed from consultation with staff and the project team.
The Project Team then consulted with staff from each area of the Library to develop a slimmed down version of the ECS to suit the library’s needs (e.g. activities and functions that the Library did not perform were removed from the ECS).
The ECS was then installation on the shared drive and the files and folders that had been mapped to the ECS were moved into the new shared drive structure.
Staff were offered training in basic recordkeeping concepts and records and document management processes required to use and administer the drive. A designated staff member in each work group advises and monitors the shared drive to ensure practices conform with the developed business rules and guidelines.