I have been following this discussion with interest. In Worcestershire,
our Making Information Manageable project has been encouraging people to
move towards using shared drives for their work-related and team-related
data. This includes setting up a corporate fileplan within that. Because
of the restrictions of the technology, we have not been able to set access
restrictions throughout the fileplan, but one of the concessions made by
our IT department was to allow a secure area for managers only, to include
confidential information on sickness absence, disciplinary and performance
matters. This has meant that some of the material has been moved from
their personal drives.
In terms of the advice we give, currently the shared and Personal drives
are backed up, whereas things like the C Drive on the computer are not. We
therefore advise that work-related data that can be shared within teams
should be saved on their shared area, work-related confidential data (for
non-managers) to be saved on their personal area, and personal data to be
saved on their C-drive.
Ultimately, we are moving towards procurement of an EDRM system for the
county Council, which we hope will ease the situation with regard to
access restrictions etc, but this is how we advise staff at the moment.
Heidi McIntosh
Electronic Records Manager
Corporate Information Management Unit
County Hall
Worcester
WR5 2NP
01905 728762
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