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Corporate records - Coggle Diagram
Corporate records
ACTION
Leads to manage action for their teams
How to track
Access management
Admin team to own action
Leavers have access revoked
New staff get access
Appropriate people only to get access
Appropriateness of access
No personal content
No content that wider staff members should not see
Tidying up folder names and locations
Aim
Number of shared drives
Names & owners
Aim - reduce number of shared drives
Aim - review rationale for each shared drive
Golden rules
Right place
Corporate records to be on shared drives only
Collaborative work-in-progress
Naming conventions
Folders
Don't use peoples names as folder names
Especially when mixed alongside structured folders
Structure
Folder name describes contents
Reducing number of folders
Good use of sub-folder naming
Files
File name describing contents
Use version control
Previous versions stored in subfolder
PREVIOUS VERSIONS
Refer to CR Naming conventions and Version control guidelines
FIONA
SOP QA 003 V01D1
V01D2
Version 01
Version 02 Draft 1
Version 02 Draft 2
Retention
What can we delete now?
Will it be needed again?
Yes
Keep it
No
Delete it
Do we need to record the deletion?
No
Yes
Not sure
1 more item...
Not sure
Check CR Retention and Disposal policy
Check with colleagues / co-owners
References to Learnpro, guidelines, policies
Why
Prepare for move to cloud based shared drives (cost per volume) - Accessed via OneDrive (and Teams)
Alignment with Corporate Records Policy
Ease of navigation for everyday use
Deletion
what's OK to delete
Keep records where deletion involves corporate records
Shared drives
Housekeeping
Organisation giudelines
Naming conventions
Navigation
Who has access
Retention
Archiving - retention policy
Bring to peoples attention
Lightweight guidance doc
References to proper policies
What is a corporate record?