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<p class="MsoNormal">Here’s a thought, based on how I have my board & staff shared drive set up, feel free to iterate
<span style="font-family:"Segoe UI Emoji",sans-serif">😊</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">TEP board public<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Board meetings: minutes, financial reports, videos of meetings<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Policies, including resolutions we have passed that we may want to reference in the future
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Bylaws & other foundational documents<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">TEP board private (visible to evergreen-ils.org & individually added addresses only)<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">TEP committees<o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level3 lfo1">Folder for each committee with spaces for working docs and historical items<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">TEP elections<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Treasurer – non-public financial reports, QB files
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Board member contact info/committee rosters<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">Double Secret stuff (not visible to all evergreen-ils.org addresses)<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Security<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Treasurer/exec-only info like banking details<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1">Evergreen community (public)<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">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<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Interest group folders
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo1">Evergreen conference file repositories<o:p></o:p></li></ul>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> Board <board-bounces@list.evergreen-ils.org> <b>
On Behalf Of </b>Galen Charlton via Board<br>
<b>Sent:</b> Wednesday, August 2, 2023 11:37 AM<br>
<b>To:</b> EOB-public <board@list.evergreen-ils.org><br>
<b>Subject:</b> [Board] TEP shared drives<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hi,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">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.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><img width="558" height="422" style="width:5.8125in;height:4.3958in" id="Picture_x0020_1" src="cid:image001.png@01D9C555.8F5143E0"><o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">It's straightforward to create and reorganize shared drives; I think most of the work will be around policy:<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">- Creating a taxonomy<o:p></o:p></p>
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<p class="MsoNormal">- 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.<o:p></o:p></p>
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<p class="MsoNormal">- Figuring out document retention policies, particularly for the formal business documents<o:p></o:p></p>
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<p class="MsoNormal">- Deciding what documents that exist outside of TEP shared drives should be actively moved into the new structure<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">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.<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Regards,<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Galen<o:p></o:p></p>
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<p class="MsoNormal"><span class="gmailsignatureprefix">-- </span><o:p></o:p></p>
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<p class="MsoNormal">Galen Charlton<br>
Implementation and IT Manager<br>
Equinox Open Library Initiative<br>
<a href="mailto:gmc@equinoxOLI.org" target="_blank">gmc@equinoxOLI.org</a><br>
<a href="https://www.equinoxOLI.org" target="_blank">https://www.equinoxOLI.org</a>
<br>
phone: 877-OPEN-ILS (673-6457)<br>
direct: 770-709-5581<o:p></o:p></p>
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