What is the network drive cleanup project?
The network drive cleanup project is the result of the United Church of Canada moving to SharePoint to manage files. As such, files on the network drive are not longer being used. When this occurs to paper content, the content is either transferred to the Archives or securely destroyed. The same occurs for digital content.
What is the outcome of the project?
At the end of the project, files transferred to the Archives will be organized and catalogued for users. This content will be available in the Archives catalogue. Non sensitive or private files may also be available online.
Who is responsible for the project?
The project team consists of
- Nichole Vonk – General Council Archivist
- Amanda Zalken – Assistant Archivist
- Amanda Tomé – Digital Archives Specialist
- Jody Franz – IT & SharePoint Specialist
- Shane Eisenberg – Network Support Specialist
- Negar Tahmasebi – O365 & SharePoint Support Specialist
How is the project divided?
The project is divided into two phases each consisting of 4 broad stages:
Phase 1
- Choose a time
- Select a unit representative
- Archives works on drives
- Transfer/Destruction approval
Phase 2*
- Archives organizes files
- IT transfers files
- IT destroys files
- Content available at Archives/online
*Phase 2 only begins when phase 1 is complete for all units.
How does a unit prepare for the project?
There is next to no preparation for this project. If the unit already has the files they need in SharePoint then they are ready to go. If there are still files that need to be moved over, this process needs to be completed prior to the unit’s start date.
In addition to ensuring files are in SharePoint, the unit will need to choose a unit representative. This representative will liaise with the Archives Team and answer any questions they may have about the files. This role will not be time consuming.
When will the project start?
Each unit will have their own start date which will be decided upon between the unit and the Archives. The pilot phase of the project is set to start on April 26, 2021.
When a unit is scheduled to start, the unit will receive an email from the Archives Team one week prior to the start and two day prior to the start.
How long will the project take?
At present, we do not know how long the project as a whole or for each unit will take. We are working on putting together estimates base on our pilot unit.
Do I have to learn a new technology?
No! Unit members do not need to learn any new technology. The most that will be requested of a unit will be to fill our a short form or approve a process by a click of a button.
How does the Archives know what is in the network drive?
The Archives runs several reports on the network drives to gain an understanding of what files are being created. The reports tell us things like:
- File date ranges
- File size
- File formats
- Possible duplications
- Total size of the drive
- Last date the file was modified
- File tree (how your directory is organized)
In addition to the reports, the Archives has a listing of files in SharePoint to ensure that if those files exist in your network drive, they will not be transferred.
What happens to files that need a file server function to run?
Files that need the file server function to run will not be touched. The Archives Teams has a listing of the directories where these files are found.
How will I know what is being transferred or destroyed?
The unit will be provided with a list of files that will be transferred to the Archives and a list that will be destroyed. Once the lists are received, the unit will have a set time frame to approve the content. If all files look good then the lists simply have to approved. If there are files that should not be transferred or destroyed, no can be selected from a dropdown menu, as indicated in the image below. If the unit has selected files not to be destroyed or transferred then the unit should have a discussion with the Archives as to why these files should not be moved and where they should live.
Will the drive structure change?
The drive structure will change. The Archives will move files into transfer and destruction folders that will be created on the drive. This will help the team generate the lists for approval and will be the start to organizing the files for transfer.
I need access to a file that was transferred. How can I access it?
If the contents of the drive have not been organized and transferred to the Archives, the unit may use the transfer list to indicate the file name and path of the file they need to access. The Archives will arrange for the file(s) to be viewed.
Once the files have been transferred to the Archives, organized and catalogued, a description of the content will be available in the Archives catalogue. Files that do not hold sensitive or private content may be uploaded to the catalogue for viewing as well.
How long will it take for the files to disappear?
It may take years before files disappear from the network drive. As there are many units with a potential total of 100,000s of files, it will take a while for the Archives Team to get through everything.
Once the Team is ready to destroy and transfer the files, the unit will be notified.
Where do I direct questions about the project?
Questions about the project can be directed to Amanda Tomé, Digital Archives Specialists at atome@united-church.ca.
This FAQ page will also be added to and information will be added to the Resource and Guidance Centre as the project moves forward.