Library Shared Drive Classification project
The Library Shared Drive Classification project was led by the University Library, with assistance from Records Services (previous name of Records & Information).
Using the Enterprise Classification Scheme (ECS), the project aimed to restructure and clean up the Library's shared drive, to improve information retrieval and document sharing.
The project ran from 2008 to 2009, over an 18 month period.
The Library used their shared drive for storage and use of electronic documents, but it had been organised and reorganised based on the changing operational structure of the library. There was no concerted effort made to migrate or dispose of documents within any folders made obsolete by the restructures.
There was also a lack of business rules and naming conventions, which led to:
- Creation and titling of documents whose purpose was not readily identifiable
- Proliferation of folders created by staff with inconsistent labelling
- Multiple copies of documents with a lack of version control
Overall, it was difficult for staff to find data or documents unless they had created them themselves.
- A slimmed down version of the ECS was developed to suit the Library’s needs (ie, activities and functions that the Library did not perform were removed from the ECS).
- Records were sentenced using the University Records Retention and Disposal Authority (RDA). Remaining records were mapped to the ECS.
- Business rules for document titling, templates for common document types (eg, internal committee minutes), shared drive maintenance and document disposal were developed.
- The ECS was installed on the shared drive and the files and folders that had been mapped to the ECS were moved into the new shared drive structure.
- Library staff received training in basic recordkeeping concepts and processes required to manage records in the drive.
- A designated staff member in each work group was assigned to monitor the shared drive to help staff conform with the developed business rules and guidelines.
Note: Records & Information recommends that business units move away from using shared drives to more accessible and compliant platforms such as Records Managed SharePoint.