Anyone got a tidy staff share? Whats your structure?

[DCUK6]

Been given the wonderful task of tidying the staff share,

 

Has anyone got a good structure?

 

Something like

 

Subject Docs

-English

-Maths

...

 

Photos

-2015-2016

--Tutor Groups

---7...

--Events

--Assemblies

 

Thanks

 

p.s. This is the only forum this fitted, sorry if its wrong.

[Novalee]

We have a messy staff share - although it's on my list to tidy up by subject folder.

 

We have a separate drive for multimedia which is split by Video/Audio/Picture and then by department. Staff don't have write access on here though, they need to go through us (which isn't ideal to be fair as they just put things on the 'normal' staff share and take up space on there instead. Need to look at that actually.

[sted]

ive started a new one from scratch here after a network rebuild. Ive put all the old stuff in a read only (to everyone but me) folder called archive created a 2015/16 folder they can write to and after the holidays will create a 2016/17 folder and make the 2015/16 read only so while it may get messy it will only be messy for a year then its a new slate

[MikeGreen]

We are just going through this as for years the staff have had 2 shares where data was just hoarded or duplicated. We are removing one (goes read only tomorrow and gone by sept) and setup a "departments" folder structure eg. Maths, English, Science etc. With security groups permitting access. The plan is then to quota this and restrict certain file extensions from being stored there.

[CamelMan]

Faculties / Departments folders only. How they sort it from there is up to them

 

File perms prevent users from creating additional folders / files outside of given folder, each department gets a 10Gb quota limit as standard, larger ones 50Gb, Art & Music 100Gb.

[korifugi]

We have - we have folders split down by faculty and groups set in AD to prevent staff putting stuff in the wrong faculty's (or even accessing it!).

 

We also lock down access to the top level folder so staff can't create or modify anything there.

[AJWhite1970]

Same as a few others on here. Top level folder is locked down so staff can't create new folders, the sub folders are open but amazingly very well maintained (well apart from Spanish which looks like an explosion in a binary factory but I'm working on some "retraining"..)

[eyetea]

Our IT support share (techs only!) is pretty neat!

 

1 of our 2 large shares are reasonably tidy - all department folders, group perms set so only staff within that department has access (and senior management!) The other one isn't too bad but is a bit more of a free for all.

 

Sorry to hijack a bit - How do you lot deal with cleaning up of old / unused files? There are files that are almost 10 years old kicking around and the last accessed date isn't much more recent... We have set aside 30mins during an INSET day for staff to clean up any files on the 2 shares, but of course you get files / folders that were created by a member of staff who has left, no one remembers who or what it is so doesn't touch it "just in case" etc?

[kennysarmy]

It does n't matter what you do.....it will get full of high resolution images, oversized power-points, unnecessary video files and duplicates of everything!

[ataylor]

Our staff area is split into three categories and we stop them from making more folders or dropping files in the top directories.

 

Massive improvement from what it used to be, for the most part they keep it all pretty tidy now.

 

-Curriculum

--Music

--Maths

--Art

--Etc

-Learning Support

-Whole School

[kennysarmy]

Faculties / Departments folders only. How they sort it from there is up to them

 

File perms prevent users from creating additional folders / files outside of given folder, each department gets a 10Gb quota limit as standard, larger ones 50Gb, Art & Music 100Gb.

 

Can I ask how you are creating quotas on shared folders? Is it using FSRM? I've used that on our student and staff H:\ drives but had n't considered it for the sub-folders on our Resources drive...

[Sagima]

We have started (about 2 years into it now) to tidy things up from the way they were/are. We now employ a directory of department names (both academic and non-academic) and below that we help them structure in the way that is best for them. Some prefer to group things by year, some by types of files video/pics/docs and some by subject.

 

Permission limits non-department members from anything greater than read only as most departments don't like sharing - quite often they don't even want to allow that.

 

It is definitely better than what we had before which was a single shared directory everyone put seemingly randomly named stuff into

[bossman]

We used to have a real tidy staff share with subjects which only those subject teachers could access to prevent the usual drag and drop from one subject to another which used to happen when the member of staff was not concentrating properly (Most of the time) or deleting stuff by accident from other subject folders.

 

This worked very well until we had action events as teachers began to teach more than one subject and you can guess the rest.

 

Its now just a dumping ground for everything and anything so I just give up!!

[Joanne]

Ours isn't too bad. I tidy it up each summer. We have subject folders, staff folders and then I have a photo and video store that I put all images in. This gets put onto a USB HDD each year. If people want stuff back, I can move it back. My other school has a tip of a staff shared. I might take some tips from here and do an archive folder that is read only!

[round2it]

we have ours

 

Department

KS3

KS4

Common (items common to ks3 and 4) idea was to save duplication

[DCUK6]

Can I ask how you are creating quotas on shared folders? Is it using FSRM? I've used that on our student and staff H:\ drives but had n't considered it for the sub-folders on our Resources drive...

 

 

We do it here for the public drives, yep FSRM.

Set it up manually.

If you set it to say 10gb it actually shows as a 10gb drive for everyone, people think thats how big the drives are as it goes red when the limit is almost reached so it gives us a excuse to shout at them to tidy.

 

 

Just sorting out headings now, Going through the folders currently there and sorting into categories.

Nice job for me next week.

 

WE stopped any new folders on the share, wouldnt of done it myself as now people get lazy and just copy files into any folder instead of asking for a new one. Made it more messy.

[DCUK6]

Sorry to hijack a bit - How do you lot deal with cleaning up of old / unused files? There are files that are almost 10 years old kicking around and the last accessed date isn't much more recent... We have set aside 30mins during an INSET day for staff to clean up any files on the 2 shares, but of course you get files / folders that were created by a member of staff who has left, no one remembers who or what it is so doesn't touch it "just in case" etc?

 

Ive just got a old HDD connected to the server, cut and paste onto it any old stuff onto it. If noone complains in a year or 2 then its goodbye.

 

Any old student photos i delete as your not allowed them after they leave.

[CamelMan]

Can I ask how you are creating quotas on shared folders? Is it using FSRM? I've used that on our student and staff H:\ drives but had n't considered it for the sub-folders on our Resources drive...

 

Yes - Server 2012 FSRM with staff read only up until their faculties / departments.

[TomHD]

I have a dumping ground too with no support from above to keep it tidy 🙃

[kennysarmy]

Ive just got a old HDD connected to the server, cut and paste onto it any old stuff onto it. If noone complains in a year or 2 then its goodbye.

 

Any old student photos i delete as your not allowed them after they leave.

 

?

 

What is not allowed after students leave?

[unixman_again]

We have one for each of the faculties, which is further divided by subject, eg

 

Business and Social Science

• Accounting & Finance
  
• Business Studies
  
• Economics
  
• etc
  

What happens within each subject is left to the teachers.

 

We also have one Staff Shared Folders which is very complicated, eg

• Deputy Principal & PA
  
• DOF & Administration Manager
  
• DOF & Finance Manager
  
• DOF & Personnel Administrator
  
• etc
  

It's way too complicated but it is comprehensive, and yes assigning permissions to the appropriate people is a nightmare, but it's what they want.

 

It does n't matter what you do.....it will get full of high resolution images, oversized power-points, unnecessary video files and duplicates of everything!

We ban the uploading of images, videos, mp3s, etc to this. We have another shared drive for these and the ability to upload to this is limited to the head of faculties. Total disk space is set and we won't expand it. If it gets full, they have to delete stuff before they can upload more. We are trying to force them to upload videos and sound files to the streaming media server and pictures to the image server. We're on a hiding to nothing in this regard but with the disk quota is up to the teachers how they use the space.

[kennysarmy]

We have one for each of the faculties, which is further divided by subject, eg

 

Business and Social Science

• Accounting & Finance
  
• Business Studies
  
• Economics
  
• etc
  

What happens within each subject is left to the teachers.

 

We also have one Staff Shared Folders which is very complicated, eg

• Deputy Principal & PA
  
• DOF & Administration Manager
  
• DOF & Finance Manager
  
• DOF & Personnel Administrator
  
• etc
  

It's way too complicated but it is comprehensive, and yes assigning permissions to the appropriate people is a nightmare, but it's what they want.

 

 

We ban the uploading of images, videos, mp3s, etc to this. We have another shared drive for these and the ability to upload to this is limited to the head of faculties. Total disk space is set and we won't expand it. If it gets full, they have to delete stuff before they can upload more. We are trying to force them to upload videos and sound files to the streaming media server and pictures to the image server. We're on a hiding to nothing in this regard but with the disk quota is up to the teachers how they use the space.

 

Haha - I just checked our DT folder on the resources drive and it contains 18,000 JPG's!

[Duranis]

Our main shared drives are not too bad. In theory everything is saved under the yeargroup folder or in one of the relevant "resources" folder. Teachers have full access to create and edit files and folders as they see fit. In practice it is not quite that tidy but it is workable and the teachers know where things are so I don't want to mess with it too much. This thread did prompt me to do a little clean up though and I archived a bunch of old files (anything not accessed within the last 18 months that didn't look important). Cleared up about 15GB in total.

 

Our media share though is a complete mess, every picture video or sound clip has been just dumped on there. I'm going to restructure it at some point so there is a folder for each class that will have all photos and media for that class saved to it through their time at the school. That way if you want to find pictures from a Y6 when they where in reception it will be easy to find it. Easy to set up but the hard part is getting the teachers to go through the thousands of files and move them to the correct places.

[dapaulio]

dont get me started. i look at ours and want to delete everything and start all over

 

i have resources on staff shared duplicated in student shared and some resources date back as far as 2008

[Zer0]

Ours is full of folder and folders. Nice and neat, and I don't touch it. We do get them to delete old stuff or upload to Google Drive before we add any extra space for them, so I think this helps.

 

The student share is a bit worse with old documents but I'm not touching that! For the most part it's tidy.

 

Only the correct members of staff have access, via AD security groups, to the correct folders, and for access we need permission from the Head of Department/line manager before we add them to the group, so each folder only has the required people in and then it's up to the manager to deal with them in keeping it up to Par. We only have 1 folder where all staff can throw things in, but surprisingly this isn't a mess.