![]() ![]() Other functions may be unique to an individual office/department. Many offices/departments will have similar functions for instance, almost all offices have administrative functions (such as recording meetings, policies, procedures), financial management functions (such as documenting revenue, expenditures, etc.), and human resources functions (hiring, employee evaluation, promotion and tenure, etc.). Additionally, a functional structure is not dependent on individual staff folders or larger departmental organization, so if employees change roles, or the department is reorganized, the shared drive can still be used. Organizing documentation by function helps clarify the responsibilities of the department/office, as well as the types of records it creates. Clicking more than 3 times to find a document is confusing and may result in users getting “lost” within the folders.Īrchives recommends basing your folder structure on a department’s major functions and workflows. University Archives recommends limiting structures to 4 or 5 folder levels. Documents are found by drilling down through the folders until you reach the correct level and document. Most electronic file structures are created in a hierarchical format. Use a defined folder structure to store your records. Create a folder structure.ĭon’t let your shared drive become the wild, wild west. Below please find some quick steps to help faculty and staff organize and manage their shared drive/directory. The University Archives works with university offices and departments to provide guidance on how to organize and clean up shared drives. Maintaining these unnecessary records consumes electronic storage space and make it difficult for employees to find critical documents quickly. However, many offices and departments have difficulty organizing and maintaining their shared drives, resulting in a build-up of large amounts of redundant, obsolete, or trivial documentation. When properly maintained, shared drives help centralize and control the many files that are often stored in multiple locations within university offices and departments. Duke employees use shared drives/directories to store and manage valuable university records. ![]()
0 Comments
Leave a Reply. |
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |