A Practical Approach to Managed Shared Drives

A Practical Approach To Managed

Shared Drives

Practical Approach to Managed Shared Drives: Agenda

• Case Study Background• Managed Shared Drive Methodology• Scope / Outcomes• Lessons Learned

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

Background

• Approx. 10 full time RM staff• Approx. 60 full time IT staff• Used basic RM practices• SharePoint in limited use• Livelink being implemented

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’

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

1. Build the Framework

Managed Shared Drive Methodology

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

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

1. Build the Framework2. Design Folder Structure

Managed Shared DrivesManaged Shared Drive Methodology

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

Sample Folder Structure

1. Build the Framework2. Design Folder Structure3. Document User Permissions

Managed Shared DrivesManaged Shared Drive Methodology

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

1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation

Managed Shared DrivesManaged Shared Drive Methodology

Implementation Prep

• Create empty New folder structure• Assign permissions• Root folder named differently – prefix– i.e. Human Resources vs New Human Resources

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....

1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off

Managed Shared DrivesManaged Shared Drive Methodology

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

1. Build the Framework2. Design Folder Structure3. Document Permissions4. Implementation Preparation5. E-Trim Kick Off6. Monitor & Assist

Managed Shared DrivesManaged Shared Drive Methodology

Monitor & Assist

• Support / Coach• Monitor Remotely• Progress Reporting– Sometimes imprecise

• Escalation if necessary

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

E-Trim Completion

• Project close-out• Delete old source directories (empty)• Rename New directory (remove prefix)

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

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)

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

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

• 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

• 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

• 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

Thank you!