my and Outlook PublicFolders drive Electronic records-keeping: - - PowerPoint PPT Presentation

Electronic records-keeping: Use, Manage, Keep, Secure

drive my

a BKI project

and Outlook PublicFolders

Introduction

¤ Shared drives need to be used in a manner

that maximises the business benefits and minimizes the risks and costs to UNESCO.

¤ Need for an updated, simple set of

business rules on the use and management

• f UNESCO's shared drive environment.

2

Important: UNESCO records are the inalienable property of the Organization (AM item 9.7), and as such, no records shall be stored on servers external to UNESCO premises at this time, including cloud servers.

professional records space

Use Manage Keep Secure

For you and your work group Permissions as wide or narrow as required External access via UNESCO Connect Use for your professional work (i.e., records) Structured by function/activity Don’t use it for private information OurDrive is central Restructuring or role changes only require a change to permissions not structure OurDrive is backed-up and archived Your/UNESCO records should never be stored on MyDrive or your hard-drive 5

professional records space

6

¤ Assign a role for managing structure-

permissions to the Office’s file system in coordination with BKI and RM. Creates folders and assign permissions.

¤ As an Office, reflect upon functions/activities

performed as part of your mandate, then select the relevant functional categories from the model classification scheme.

¤ Next, as an Office, decide on role-based

• permissions. Consider Read/Write vs. Read-
• nly. More open the better.

professional records space

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¤ Each category comes with 6 standard activities.

Office decides which are relevant.

¤ Office decides what additional non-standard

categories are required for activities/transactions.

¤ Do not personalize folders. ¤ Paper files should mirror the same classification.

Outlook PublicFolder - professional emails space

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¤ Records-keeping for email ¤ Outlook PublicFolder is accessible via Outlook

and available externally via WebApp

n not really ‘public’

¤ Role based permissions to those areas of the

classification tree that each role should have access to. Should be same as OurDrive.

¤ Users drag-and-drop emails

Field unit PublicFolder Inbox / Sent Items

personal documents space

Use Manage Keep Secure

MyDrive is yours Only you have access to MyDrive External access via UNESCO Connect Use for personal documents Don’t use it for records or for private information MyDrive is central If you move work groups, you keep your MyDrive MyDrive is backed-up and recoverable IT is not responsible for recovery of data stored on your hard-drive MyDrive is 5GB 3

personal documents space

4 ¤ Create a single centralized

directory of folders for each person employed by Office

¤ Access only for that person

during their employment

¤ Retain for separation + 2years

MyDrive (personal documents) OurDrive (records) PublicFolders (email records) UNESTEAMS

Objective

Types of documents

• f your work, project, etc. and which

• r transaction:

Archived

• Yes. Archived centrally by e-SAFE.

• Yes. Archived centrally by e-
• SAFE. Possible now.

What goes where?

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¤ But I save my documents to my computer (C:)? n No information created or received as part of

your work should be stored on your computer. Hard-disks can fail at any moment and they do! Unnecessary risk to UNESCO records and unnecessary cost of recovery for IT.

n Copy information to the appropriate drive

according to slide 9. 10

Important: IT shouldn’t be responsible for the transfer/back-up of locally stored data (whether of a professional or private nature), or the recovery

• f said data in the case
• f disk failure.

Managing the change

Important: Please be reminded that removable media (e.g., DVDs, external hard drives, USB keys) and third-party storage (e.g., Dropbox) should not be used to store information of organizational value.

Records Management CHECK-IN

¤ Appropriate access immediately for newly

employed persons to OurDrive/MyDrive and Public Folder.

¤ Intuitive access should be set-up by IT.

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Ensure business continuity by capturing knowledge

Records Management CHECK-OUT

¤ To ensure continuity of Office work, the AO should

confirm with all separating staff and non-staff that records are saved to OurDrive and Public Folder

• respectively. Supervisor should also confirm.

¤ Permissions should be verified to ensure remaining

colleagues have required access to continue work.

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Ensure business continuity by capturing knowledge

Records Management CHECK-OUT

¤ No records should be left on MyDrive or on the

hard-drive.

¤ The Exchange account should be retained (not

archived) for separation + 2 years.

13

Ensure business continuity by capturing knowledge

Next Steps

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Function/activity classification

Naming convention

Benefit from electronic archiving via e-SAFE

BKI