Business Report

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Sample procedures for staff: managing shared drives Note: This is a sample procedure for staff explaining how they should manage their shared drives. It requires modification by organisations to reflect their unique situations and business practices. Recordkeeping in Brief 57:Managing shared drives provides further information about how to manage this important resource and ensure the organisation’s recordkeeping requirements are met. What are shared drives? Shared drives, also known as network drives, are used by [our organisation] to store electronic information, including Word documents, Excel spreadsheets, PowerPoint slides, digital photos, PDF documents and database reports. For convenience in this advice, ‘document’ is used to refer to all of these information types. The shared drives used [in our organisation] include:[delete any that do not apply] • Organisation-wide drive [X drive]: This drive if for information that needs to be shared across the organisation as a whole. • Workgroup drives [Y drive]: These are established for a business unit or for a particular project and are accessible to those within the unit or project only. • Personal drives [Z drive]: These are created for each user and accessible only to the user. What are the advantages of shared drives? Shared drives are part of [our organisation’s] information strategy. Shared drives are used because they have many business benefits for [our organisation]. For example: • digital information is easily accessible to those who need to refer to it, and can be easily reused • digital information is backed up and recoverable in the event of system failure • users can refer to documents in a central location rather than managing or emailing duplicate copies, saving storage space. What are the disadvantages of shared drives? There are a number of risks

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