September 2018

Post date: Sep 08, 2018 9:58:4 PM

Knowledge Management Sub-Committee

We are instituting Google "Team Drives" for all Committees to utilize for document management. Benefits of Team Drives are:

• • Ease of Committee collaboration

  • AVP-USA Document retention

  • AVP-USA Document back-up

Previously, we all had documents spread all over the place: personal computer hard drives, various "cloud" storage such as personal Google Drives, Dropboxes, websites, etc. These were without any organization or way to provide access, much less permanence. When our documents reside in any personally owned place, if that person leaves the organization, those records leave too.

How Team Drives work:

• • AVP-USA has an institutional Google Drive with the top level access shared by Knowledge Management and the co-presidents (maybe should be others too?).

  • Under the top level Drive are Team Drives.

    • Each Committee is a "Team" and has its own drive.

    • The membership of each committee are the members of the Team Drives, and have access to and can make changes to documents in their Drive.

    • They can optionally give others outside the Committee access to individual files as well.

  • Permanence and persistent access over time to files is inherent because all files in Team Drives are "owned" by AVP-USA, not individuals.

  • Documents essential to retain are copied into an Archive Team drive where deletion of files is restricted to prevent accidental loss. Also, 2 periodic "off-site" backups are performed: to Swarthmore, to a hard drive owned by Knowledge Management.

Knowledge Management members will be working with each Committee to set up their Team Drive and in-service it's management.