When migrating content to the new structure, leave the ROT behind. After a period of years, if there’s no activity within the folder, consider disposing of it or moving it to be permanently retained.Ĩ. If a user finds content that they need, they will move it to its new home. The simplest method to deal with this kind of content is to make the “to be classified” folder read-only. Content analytics or auto-classification engines can be successful at clustering like-content so it can be classified, but in the end, you’ll still have files that will be unclassified. You may be tempted to dump it into a “to be classified” folder with the expectation that users will eventually move files where they belong in the new structure, but that’s just a dream. There will be content that can’t easily be classified-a lot actually. Why move 50% to 80% of your content that’s junk to a new environment?ħ. If your organization will be moving to cloud storage, such as OneDrive for Business, Google Drive, Box, etc., it is the perfect opportunity to implement your new, classified folder structure and clean up existing content. Then, migrate classified content to the new structure.Ħ. Once the level is determined, lock down that level (i.e., read-only) and those above it. Retention rules are typically assigned at level two or three of the classification. ![]() Following classification, create a new folder structure. This is an ideal place to put your functional classification to work. Cleaning up your content but leaving the same folder structure in place for the future will only result in recreating the digital swamp. Expect variability and tweak the rules accordingly.ĥ. The expertise gained from each business unit will make it easier to establish rules for the next. It’s easy to believe you can create a repeatable process, but in actuality, every business unit will have many variations on rules. When needed, the business manager will be the tiebreaker.Ĥ. Often, long-term SMEs will have the best insights. The business unit manager must identify key SMEs who will have responsibility over defining business rules and making content decisions. Disagreements on what data is needed and which is redundant, obsolete, and trivial (ROT) will stifle decision making. Too many cooks spoil the broth: While it’s tempting to have as many staff as possible involved in your content analysis discussions, it’s actually a detriment. Input from subject matter experts (SMEs) will be crucial to understanding where data resides and the purpose of mappings.ģ. Before you begin any analysis, look at the user batch files and create a master list of content areas, mappings, and ownership so that the analysis root can be established. Many times, the very same content will be mapped to completely different drive letters within a particular business unit or even person to person. Legacy drive mappings create chaos when attempting to rationalize folder structures. We recommend the standard ISO 15489 for creation of functional classifications.Ģ. An organizational classification (or functional retention schedule) is, therefore, an important tool for content analysis. When assessing content, it must be classified so that retention rules may be applied. To get started, here are 12 key business rules for remediating your shared drives.ġ. ![]() Often, launching a pilot program will be important to proving the value of your remediation efforts to gain the necessary resources for your project.
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