Hi Catherine, Jenny, Donald
We need to distinguish the two types of personal information: work-related
information about people (e.g. line managers' documents) and private
non-work-related documents (e.g. own CV and non-work-related emails).
The former are business records and should be managed as such. The latter
are not and could be left to the responsibility of the individual and
deleted when they leave.
Unfortunately, if we are only given one area of personal space we have to
use it for both types. Maybe the answer is to have separate 'Team
management' and 'Private workspace' areas, both with restricted access, but
with different retention policies.
Draft documents are different again. These are business records and I think
that with appropriate version control, naming and watermarks, they can be
kept in their final destination folders.
I agree that quotas and guidance are the best way to restrict the misuse of
personal space of either kind. Not backing up private workspace areas sounds
a bit risky. Or in the spirit of compromise, back them up but don't allow
files to be restored without some sort of embarrassing approval process.
Regards
Alison
________________________________________________________________________
Alison Gibney
Senior Consultant
Cimtech Ltd, Innovation Centre, College Lane, University of Hertfordshire,
Hatfield, HERTS AL10 9AB
Email: [log in to unmask]
Tel: 01707 281060 Tel direct: 01707 281067 Fax: 01707 281061
www.cimtech.co.uk
________________________________________________________________________
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Redfern Catherine
Sent: 21 February 2007 13:22
To: [log in to unmask]
Subject: Re: Shared drives and personal drives
Hi Jenny,
We have taken the approach that some personal space is necessary for users.
This does increase the risk that staff will ignore our advice and save work
related documents there rather than on the shared drive. So, we are reliant
upon staff following the approved procedure for filing records.
We have taken the following approach to try to ensure staff save records on
the shared drives not their personal drives:
- Publishing guidance stating what should be stored where. We have stated
that personal drives can be used for:
* Your CV
* Your own training, development, and appraisal records
* Line manager's documents on individual members of staff
* Draft documents which you are working on before sharing with
others
* Documents needed for reference only by yourself
* Professional / career information e.g. membership of
professional bodies
- Ensuring this guidance is communicated to new staff by line managers by
the use of "induction checklists"
- Publicising this guidance via Trust communication channels e.g.
intranet messages, via Directorate Leads.
- ICT not automatically increasing someone's personal drive quota when the
personal drive is full, but getting the staff member to follow the guidance
by moving Trust records onto the shared drives and deleting ephemera
- Where someone has left the Trust, the personal drive will be retained for
1 year then deleted. We are about to start communicating this to staff so
that they will know that the documents they store there will not be retained
in the long term and stressing that they need to save records on the shared
drives.
- Improving the shared drives so that people will be willing to use them
more.
Catherine
> -----Original Message-----
> From: The UK Records Management mailing list
> [mailto:[log in to unmask]] On Behalf Of Jenny
> Godfrey
> Sent: 21 February 2007 12:08
> To: [log in to unmask]
> Subject: Shared drives and personal drives
>
>
> Hello,
>
> I find myself in a tricky situation. At present, we have 2 shared
> drives (the J & P drives) and each member of staff has a personal area
> on the H drive.
>
> To discourage staff from storing work related information on their H
> drives and to make sure they store it within the appropriate section
> on the J drive, we adopted a policy about a year ago of no longer
> backing up the H drives.
>
> This has now posed a question, on the back of a major server
> melt-down, where staff should store confidential personal information
> (i.e. appraisal reports, reports relating to staff members etc) if
> they cannot be sure that this information will be retained safely.
>
> As a Records Manager, I believe the policy of not backing up personal
> drives is sensible as I want to make sure corporate information is
> stored in corporately accessible areas. However, I understand the
> concerns of staff if they feel they don't have a safe area to store
> work related personal information.
>
> Does anybody have any suggestions for a fair compromise?
> Grateful for any
> views.
>
> Many thanks,
>
> Jenny
>
> Jenny Godfrey
> Information Manager,
> Postcomm,
> Hercules House,
> Hercules Road,
> London,
> SE1 7DB
>
> Tel: 020 7593 2132
>
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