Your team can prepare to join the OURDrive community by organising your documents so that they are ready to be moved into OURDrive.
Where are your documents?
Think about where you currently store your documents: on your local drive, in folders or drop boxes, in an existing document management system (e.g.: Docushare or Fileshare), your inbox, etc.
Move your documents into a shared area.
What are your documents?
Review your documents. Identify which are critical to your area and consider which will go into OURDrive.
Move files that you rarely use but need to retain into an Archive folder. Delete any files that you do not need.
Your folder structure should be no more than three levels deep. This makes it easier to migrate your documents into OURDrive.
Ensure that you give your files names that meaningfully describes their content. For example, the file name ‘Project Report No1’ doesn’t describe what the report is about or what time period the report relates to. This file name also makes it hard for anybody to find the file.
A more useful file name would be ‘ITS Project Report June 2016’.
Corporate Records Services staff can provide you with guidance about this. Please feel free to contact us if you need any advice.
Who should have access to your documents?
Discuss as a team who should have access to specific documents, and the reasons for providing this access.
Begin with the general principle that access should be as open as possible. Then consider valid reasons for restricting access to some documents.
What do you want to be able to do with your documents?
OURDrive functionality enables you and your colleagues to share documents, collaborate and work together on documents at the same time.
OURDrive provides effective version control and enables you to easily track and find the documents that you need. There are many other benefits of using OURDrive, such as email alerts notifying you when documents have been changed, or personal views to organise and display information so you can locate it more easily.
Take the time to think about your current document management processes and establish what you would like to be able to do differently.