Stephen

I don't have any direct answers to your questions, but there is some
advice from the National Archives of Australia on the use of shared
folders at
http://www.naa.gov.au/records-management/systems/shared-folders.aspx.
Sometimes having something from a reputable records institution will
reinforce what you probably have been saying for a long time.

Disclaimer: I wrote this advice

John Lovejoy
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-----Original Message-----
From: Steve Shalagan [mailto:[log in to unmask]] 
Sent: Thursday, November 15, 2007 6:45 AM
To: [log in to unmask]
Subject: [RM] Shared Network Directories

To all of those using a shared network directory to store working
documents, rough drafts, etc...

Assuming that all final records (whichever constitutes one of those) are
captured into a fancy EDMS, ECMS, World's Largest Filing Cabinet, etc...
how are you answering these questions:

1. How do you organize your shared directory?
2  Who maintains it/monitors it?
3. What are the rules for deletion/retention?  Once a document has been
deemed a record who puts it into the 
   records series and stores it in the EDMS?  Who ensures the
draft/rough copies have been deleted?
4. What are the in house rules for putting documents on the shared
directory? 
5. Is your shared directory a success? Can you find exactly what you're
looking for? Can others?
6. Do you (Records Manager types) know what's being placed out there?
7. Have you eliminated previous versions, etc?
8. Are you active (monitoring, reporting, etc..) or passive (education,
waiting for an issue to develop) with your
   shared directory? 

I would appreciate answers to any of these questions and maybe a few
qualified success stories about shared directories of "working
documents." 

Thanks

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