Organizing
the
Shared
Drive
and
File
Naming
Conventions
Wheaton
College
Records
and
Information
Management
1

•   OK
to
ask
questions
•   Participation
is
critical
•   One
person
speaks
at
a
time
•   Other
suggestions?
Wheaton
College
Records
and
Information
Management
2

•   Goals
and
Learning
Objectives
•   Key
Terms
and
Definitions
•   The
Shared
Drive
•   Naming
Conventions
and
Metadata
•   Exercise
•   Assignment
•   Review
and
Evaluation
Wheaton
College
Records
and
Information
Management
3

•   Define
electronic
records
for
Shared
Drive
 storage
•   Determine
the
appropriate
location
for
 electronic
files
on
the
Shared
Drive
(according
 to
the
records
schedule)
•   Name
electronic
records
appropriately
Wheaton
College
Records
and
Information
Management
4

•   Record:
 evidence
of
what
an
organization
does.
Includes
both
paper
and
electronic
records.
•   Records
Schedule:
 determines
how
long
to
keep,
 where,
and
how
to
dispose
of
both
paper
and
 electronic
records.
•   Disposition
date:
 date
for
which
the
records
can
 be
disposed
(either
transfer
to
Archives
or
 destroy)
•   Metadata:
 information
about
information
Wheaton
College
Records
and
Information
Management
5

•   File
Services
on
Netspace
–   Shared
Space
Purposes:
•   Secure
space
•   Share
documents
•   Store
work
related
records
•   Access
on
or
off
campus
•   Backed
up
–   Personal
Space
Purposes:
•   Secure
space
for
in‐process
documents
•   Access
on
or
off
campus
•   Backed
up
•   Computer
Hard
Drive
Purposes:
–   Temporary
file
storage
(download
and
remove)
Wheaton
College
Records
and
Information
Management
6

Disposition
for
Shared
Drive
Records
•   Destroy:
Delete
(able
to
recover
up
to
14
 weeks)
•   Transferring
Records
to
the
Archives
shared
 folder
–   Copy
folder/document
locally
first
–   Paste
folder/document
into
"transfer_to_archives"
 folder
–   Able
to
remove
own
folder/document
but
unable
 to
remove
other
submissions
Wheaton
College
Records
and
Information
Management
7

•   Things
to
keep
in
mind
when
naming
files
–   
Use
lower
case
letters
–   
Separate
spaces
with
an
underscore
_
Wheaton
College
Records
and
Information
Management
8

•   Mandatory
information
to
include
in
the
 folder
and
document
title:
–   Record
series
number
•   Optional
information
to
include
in
the
folder
 and
document
title:
–   Disposition
date
(yyyy)
–   Disposition
type
(TRANS
or
DEST)
Wheaton
College
Records
and
Information
Management
9

•   Folder
Examples:
–   journal_entry_voucher_001‐18
–   asset_disposal_001‐19
–   A133_001‐26
•   Document
Example:
–   Journal_entry_April_001‐18
–   Asset_inventory_001‐19
–   A133_reports_001‐26
Wheaton
College
Records
and
Information
Management
10

•   source
of
the
document
•   owner
•   disposition
•   etc.
Wheaton
College
Records
and
Information
Management
11

•   transferring,
naming,
and
adding
metadata
to
 records
Wheaton
College
Records
and
Information
Management
12

•   Transfer
folders
to
new
001
directory
on
the
 shared
drive
•   Things
to
remember:
–   Drag
folder/document
to
desktop
first
–   Rename
folders/documents
–   Add
metadata
to
documents
•   Goals:
–   Find
documents
quickly
–   Dispose
of
documents
quickly
(either
transfer
or
 destroy)
–   Abide
by
records
schedule
Wheaton
College
Records
and
Information
Management
13

•   Review
–   Shared
Drive
•   Records
that
are
stored
on
the
shared
drive
•   Transferring
electronic
records
to
the
Archives
folder
•   Folder
structure
–   File
naming
conventions
–   Document
metadata
•   Evaluation
Wheaton
College
Records
and
Information
Management
14