We've been doing some work on this where I work (although we have a much smaller number of users).
We did this on the basis of a risk assessment
- what is being stored in personal drives?
- how can that be audited?
- how can we run reports on records if they are all in different places?
- how can records be properly managed if out of sight of the records management function?
- how to prevent business records being stored in there instead of the file plan?
- how to manage this data when someone leaves?
- should temporary staff, contractors etc be given this function?
We are able to run reports across the whole of the personal drives (the H drives) which show:
- largest H drives
- Top 100 largest files across all of them
On this basis we discovered a number of issues which helped to shape overall information management strategy - for example,
- large video files being stored on them (PR films and so on)
- lots of duplication - people saving there rather than publishing to intranet (or in the file plan or even making bookmarks to web resources)
- ahem, stuff that shouldn't be there
We are in the process of agreeing a limit of 250 MB - I think the 2GB is far too generous - it encourages people to dump, rather than sort. I recently did a lessons learned workshop with an organisation which closed and they said two of the biggest problems had been personal drives and inboxes being far too big (the latter is another issue...)
In the process we have managed to get a lot of duplication sorted out and reduce overall storage (which has cost implications)
We will be able to do a 'soft' implementation and then 'hard' implementation where the limit will be 250mb and that's it.
Would be interested to hear other people's experiences of this
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