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RECORDS-MANAGEMENT-UK  June 2006

RECORDS-MANAGEMENT-UK June 2006

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Subject:

Re: Network drive restrictions with existing EDRM system in place

From:

Michelle Patrick <[log in to unmask]>

Reply-To:

Michelle Patrick <[log in to unmask]>

Date:

Wed, 21 Jun 2006 12:48:14 +0100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (157 lines)

All,

I agree with Paula's view. I would also like to add that offering people a
carrot as apposed to a stick tends to work best (performance targets, user
and departmental awards, green policy, user forums, local drives aren't back
up as much etc).

The trick is to challenge the perception that shared drives = local control
and convenience, and the EDRM = central control and inconvenience.


Best of luck,

Michelle
Bramble.cc

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of SMITH, Paula
Sent: 21 June 2006 12:31
To: [log in to unmask]
Subject: Re: Network drive restrictions with existing EDRM system in place

Cathey

This is possible but will depend upon the IT structure you have - who will
manage the creation of network folders - for instance if a team gets
involved in a new project they will want to create a new folder - do they
have to ask RM staff, IT staff, RM satellite officer etc - and do you have
the capacity to do this.

You also run the risk of people creating/saving their information in folders
on their personal drive or My documents folder.

I previously worked for a fire service whose central IT section created all
folders and file structures for staff - the user could not create any
folders at all - this was without an EDRMS in place and it worked - because
everyone knew who to ask and the IT department could cope with the requests.
It allowed a degree of control and made the management of the file structure
easier because the user couldn't go near it!

If you are in a Windows environment you can set permissions for
people/groups of people so that they can be stopped from creating folders
within folders but you will need to talk to the IT department about
implementing that - be prepared for some argument from IT and from users
alike.  Someone will have to have responsibility for creating folders and
you may find a great deal of argument if the users are involved in cross
service working for example and need to access/store/create folders on
multiple drives.

I do know of authorities who have turned off all other storage areas and
forced people into saving into the EDRMS - obviously this will not help
Mark, but in the majority of cases it is the obvious answer - why make the
investment if you also give staff a get out clause.

Paula





-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Cathey WEBB
[7220]
Sent: 21 June 2006 12:21
To: [log in to unmask]
Subject: Re: Network drive restrictions with existing EDRM system in place


Hello,

We have a similar problem and would like to limit access to the network
drives. 

I wondered about allowing access to one network directory only and if
possible stopping users from creating folders within folders. Has anyone
tried this?

Cathey

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Mark Brookes
Sent: 21 June 2006 12:04
To: [log in to unmask]
Subject: Network drive restrictions with existing EDRM system in place

All,

A query for the group that operate both an EDRM setup and have existing
shared/personal network drives available to staff.

I would like to know what if any, restrictions are placed on network drives
for users (e.g. storage quotas and what cappings are applied?) in order that
staff are encouraged to use the EDRM platform.

Perhaps opening up the debate wider, what tricks and tools do you use to
encourage staff to utliise the EDRM system rather than revert to network
drives. We have publicity and awareness campaigns but would be interested in
other avenues.

In our situation we can not fully remove network drives because a certain
range of filetypes cannot be adequately stored in the EDRM such as
interlinked spreadsheets. 

Replies on or off list welcome, I will summarise responses where
appropriate.

Regards

Mark


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