The intended purpose of the I Drive Guidelines is to encourage decluttering and improve access to department files. This will improve efficiency by making it easier to locate files.

Problem

• files accumulate over time
• sometimes there are multiple versions of the same document (lack of version control)
• no clear guidelines on which documents need to be archived

Solution 1 - Weeding (using the proposed I drive guidelines)

• Pros
  1. documents remain in the same location unless they are archived
  2. documents will be easier to locate (less clutter)
  3. will help prevent future clutter (if performed on a regular basis)

• Cons
  1. may be time consuming initially

Solution 2 - Archiving current I drive and re-organizing file structure

• Pros
  1. get a fresh start with a more logical file structure
  2. file structure can mimic the organization of the proposed library intranet (wiki), making it easier to navigate both resources
  3. in the long run, documents will be easier to locate

• Cons
  1. documents may be more difficult to find at first
  2. documents will not necessarily remain in the same location
  3. does not address the problem of clutter forming over time (unless we recommend routine weeding, as per the proposed I drive guidelines)

In either case, we would recommend that draft versions of documents be collaboratively worked on in the library intranet, and then only the final version would be exported as either a PDF or Word document. If a document needs to be revised, the revisions could also take place via the intranet and then the final revision would be exported to replace the previous version.