Tips for moving documents from a file share to Google Team Drive

When moving documents from a file share (e.g. S:Drive) to Google Team Drive

1) Move important documents and things you are using day to day FIRST.

Keep an eye out for examples for things like:
- Committeee papers
- Finalised contracts/agreements
- Major project documentation

All University records should be managed in accordance with relevant University Retention and Disposal Authority requirements.

2) Undertake a Risk Assessment of what is left.

It won't always be possible to check every document, and that's okay, but make sure you have identified material that may be high risk.

Ensure you are being compliant with all relevant University Privacy and GDPR requirements (where applicable) regarding the management and handling of personal and sensitive information.
E.g. Are there documents containing personal or sensitive staff or student information? If these are duplicates only and no longer required - delete. Anything else should be transferred into the relevant enterprise system (e.g. TRIM, SAP, etc.) Staff must ensure all credit card information is managed in accordance with the relevant policies and procedures, including the Electronic Information Security: Payment Card Industry Data Security Standards (PCI-DSS) Procedures (Australia only).

Check out this disposal matrix for some other tips on what to look out for.

3) Search for large image and video files. If not work related, delete.

Photos of the 2008 Christmas party might be fun, but don't keep these types of things long term if they are not part of core University business.

Ensure there are no illegal video downloads of movies/tv series as they could put the University into breach of copyright rules and regulations.

4) Search for obvious 'non-work' related folders or documents, review and if no longer required (and if they are not related to University business) ask for owners of folders or documents and remove them. If the owner is no longer present, refer request to remove them to the appropriate line manager.

  Refer to the relevant Policy for more information about the use of University IT infrastructure and equipment for "personal use".

5) Search for duplicate, redundant or obsolete documents and folders.

These will not always be obvious - but try and differentiate between 'local copies' and the source of the information.
E.g. If your local file share contains downloaded copies of policies from the University Policy Bank, these local copies are likely to become out of date and staff should always be encouraged to reference/access up to date information. These kinds of copies at a local file share/Google drive level should be reviewed and removed if they are no longer required.

Need more advice? Contact Records Management.