 |
 |
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 > ----------------------------------------------------------------------------------------------------------------- The information contained in this message is confidential and is intended for the addressee only. If you have received this message in error or there are any problems please notify the originator immediately. The unauthorised use, disclosure, copying or alteration of this message is strictly forbidden. This mail and any attachments have been scanned for viruses prior to leaving Barts & The London NHS Trust network. Barts & The London NHS Trust will not be liable for direct, special, indirect or consequential damages arising from alteration of the contents of this message by a third party or as a result of any virus being passed on. -----------------------------------------------------------------------------------------------------------------