[Board] TEP shared drives

[Katie Greenleaf Martin]

Here’s a thought, based on how I have my board & staff shared drive set up, feel free to iterate 😊


  *   TEP board public
     *   Board meetings: minutes, financial reports, videos of meetings
     *   Policies, including resolutions we have passed that we may want to reference in the future
     *   Bylaws & other foundational documents
  *   TEP board private (visible to evergreen-ils.org & individually added addresses only)
     *   TEP committees
        *   Folder for each committee with spaces for working docs and historical items
     *   TEP elections
     *   Treasurer – non-public financial reports, QB files
     *   Board member contact info/committee rosters
  *   Double Secret stuff (not visible to all evergreen-ils.org addresses)
     *   Security
     *   Treasurer/exec-only info like banking details
  *   Evergreen community (public)
     *   Committee/working group documents relating to projects – I’m thinking the Evergreen Aspen kind of stuff that doesn’t fit into a board committee; or things that we want to be public
     *   Interest group folders
     *   Evergreen conference file repositories

From: Board <board-bounces at list.evergreen-ils.org> On Behalf Of Galen Charlton via Board
Sent: Wednesday, August 2, 2023 11:37 AM
To: EOB-public <board at list.evergreen-ils.org>
Subject: [Board] TEP shared drives

Hi,

Spinning off Jeanette's question ("could we also create a TEP shared drive that we could move all the project shared folders under?"), here's a list of the shared drives that exist in the TEP's Google Workspace. This of course doesn't count all of the documents that are held in workspaces belonging to individuals or other organizations.

[cid:image001.png at 01D9C555.8F5143E0]

It's straightforward to create and reorganize shared drives; I think most of the work will be around policy:

- Creating a taxonomy
- Determining publiciation and sharing policies. I figure that most documents should be viewable by the world, but that doesn't apply to everything. The "Security" shared drive in the screenshot is a good example; that one exists for coordinating work on Evergreen security bugs and absolutely should not be viewable by anybody outside the security team.
- Figuring out document retention policies, particularly for the formal business documents
- Deciding what documents that exist outside of TEP shared drives should be actively moved into the new structure

Given the potential for taxonomical discussions to become interminable, I would suggest naming a small working group (or even just a single person!) to propose an organizational scheme that the full Board could react to.

Regards,

Galen
--
Galen Charlton
Implementation and IT Manager
Equinox Open Library Initiative
gmc at equinoxOLI.org<mailto:gmc at equinoxOLI.org>
https://www.equinoxOLI.org
phone: 877-OPEN-ILS (673-6457)
direct: 770-709-5581
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