For advice on organising and managing information on shared network drives refer to Implementing and using the UWA Shared Network Structure - UWA staff Pheme login required - or contact Information Governance Services.
Maintaining your documents stored on University equipment and file shares.
All information received, created or used in the course of work activities should be managed as a record. This includes digital information in documents, spread sheets, emails, databases, images, audio and video files, presentations and scanned materials.
For UWA business units that do not yet have access to the enterprise Electronic Document and Records Management System EDRMS (TRIM) shared network drives are primarily used to manage this information.
Information Governance Services (IGS) recommends that business units follow the actions below to ensure network drives are always maintained in a way that will ensure we meet UWA business and legal requirements.
Consider what security is required for information within network folders and whether the current access is appropriate or needs amendment.
Older or inactive information that is no longer required or accessed must NOT be removed or deleted. These folders and the files they contain need to be retained on the network drive pending future appraisal by IGS for legislative and historical purposes.