Shared files often present problems for your clients.  When you install a new LAN for a client, it can easily become disorganized if there is no control system put in place early on to manage the shared files.  Here are some tips to help you, help your clients keep control of their shared files.

Shared File Tips

  • One person needs to be put in charge of organizing the shared files.  This “folder captain” doesn’t necessarily need to be that computer-literate, but does need to be very well-organized and detail-oriented.
  • Organizing the shared files is a job that is a good fit for a department manager, supervisor or team leader.
  • Organizing the shared files and folder is not a job for the internal guru or computer consultant to handle.  By the time storage space is running low or shared files and folders have become an out-of-control mess, it’s usually an unwelcome emergency task that easily can be avoided by taking the above proactive steps.
  • As the virtual CIO, to be even more proactive, a few times a year following initial training, “check in” and review the condition of the server shared files and folders with the internal guru and appointed folder “captains”.
Shared File Points to Discuss With The Client
  • How organized, or disorganized, are your clients’ file server shared folders?
  • Is there anyone at each client site who’s currently in charge of monitoring and enforcing orderly use of shared files and folders and naming conventions?
  • If your clients don’t currently have anyone accountable for maintaining a well organized set of server folders and naming conventions, do they have some employees or managers who would be good candidates for folder “owners” or “captains”?
  • At client sites, who monitors how much storage space is remaining on the servers and who is using and possibly abusing various storage space resources? Do your clients use any third-party utility programs to automate these tasks?
  • At each client site, who is responsible for archiving and purging obsolete shared files and folders?
Bottom Line on Shared Files
Shared files can become an area of concern for your client after you install a new LAN.  Be proactive in your consulting and help your client prepare to manage the shared files and folders before they pose a problem.  

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