Anonymous_User Absent Member.
Absent Member.
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Need suggestions for shared folder

Hi Folks,

We are shutting down our current HQ and moving to a new complex. At HQ (only at HQ, too), we have a shared drive that is *supposed* to be used only when departments want to post documents that would be common to the community.

Of course people put their departmental files on the shared drive instead, and sometimes in both places.

I'd like to get away from the shared folder concept, but we do have some need for posting to directories that everyone needs to see.

Anyone have any suggestions on how I can have a shared folder that won't be misused, or at least I could make it diffucult to use improperly?

Tom

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9 Replies
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

I'd recommend giving the vast majority of users Read Only access to the
drive, perhaps giving one or two representatives from each department
the ability and responsibility of posting the necessary documents.

Travis

Tom Miller wrote:
> Hi Folks,
>
> We are shutting down our current HQ and moving to a new complex. At HQ
> (only at HQ, too), we have a shared drive that is *supposed* to be used
> only when departments want to post documents that would be common to the
> community.
>
> Of course people put their departmental files on the shared drive
> instead, and sometimes in both places.
>
> I'd like to get away from the shared folder concept, but we do have some
> need for posting to directories that everyone needs to see.
>
> Anyone have any suggestions on how I can have a shared folder that won't
> be misused, or at least I could make it diffucult to use improperly?
>
> Tom

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Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

Tom Miller wrote:
> Hi Folks,
>
> We are shutting down our current HQ and moving to a new complex. At HQ
> (only at HQ, too), we have a shared drive that is *supposed* to be used
> only when departments want to post documents that would be common to the
> community.
>
> Of course people put their departmental files on the shared drive
> instead, and sometimes in both places.
>
> I'd like to get away from the shared folder concept, but we do have some
> need for posting to directories that everyone needs to see.
>
> Anyone have any suggestions on how I can have a shared folder that won't
> be misused, or at least I could make it diffucult to use improperly?
>
> Tom


Our setup is similar to what Travis described. We have a folder on our
shared drive called "Info" that everyone gets read-only access to.
Those that need to post specific information get full access to a
sub-folder named for the information shared. For example, in one
directory we have a spreadsheet listing chemicals in use by department
and any available MSDS files for those chemicals. This information can
only be updated by a couple of people.

--
Jason Doering

Address is munged; I already get enough spam.
Remove three nospams to reply.
0 Likes
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

Thank you for your responses. Now this would be a good use for Exchange Public Folders. Too bad Gw doesn't have that (we are on GW).

I'll try the read-only method.

Anyone using anything like Sharepoint, were we can have users post documents? This might be an alternative, as well.

>>> Jason Doering<jason.w.doeringnospam@nospamuc.edunospam> 06/27/06 5:01 PM >>>


Tom Miller wrote:
> Hi Folks,
>
> We are shutting down our current HQ and moving to a new complex. At HQ
> (only at HQ, too), we have a shared drive that is *supposed* to be used
> only when departments want to post documents that would be common to the
> community.
>
> Of course people put their departmental files on the shared drive
> instead, and sometimes in both places.
>
> I'd like to get away from the shared folder concept, but we do have some
> need for posting to directories that everyone needs to see.
>
> Anyone have any suggestions on how I can have a shared folder that won't
> be misused, or at least I could make it diffucult to use improperly?
>
> Tom


Our setup is similar to what Travis described. We have a folder on our
shared drive called "Info" that everyone gets read-only access to.
Those that need to post specific information get full access to a
sub-folder named for the information shared. For example, in one
directory we have a spreadsheet listing chemicals in use by department
and any available MSDS files for those chemicals. This information can
only be updated by a couple of people.

--
Jason Doering

Address is munged; I already get enough spam.
Remove three nospams to reply.

0 Likes
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

Tom Miller wrote:

> Anyone have any suggestions on how I can have a shared folder that won't be misused,


LOL!!!!! other than having upper management enforce it with severe penalties, you are pretty much SOL on that one. People will do whatever they want whenever they want and as "the IT guy" you can't stop them.

--
Joe Moore
Novell Support Forums SysOp
http://just.fdisk-it.com
http://www.caledonia.net/jmdns.html
http://www.caledonia.net/nesadmin.html
http://www.caledonia.net/jmttb.html
0 Likes
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

I'm not a GW expert (I'm sure you could find some in the GW forums
though) but I know for a fact that GW has EXTENSIVE document sharing and
collaboration capabilities. I'd post your questions over there and make
sure it can't do what you want before giving up on it.

Travis

Tom Miller wrote:
> Thank you for your responses. Now this would be a good use for Exchange
> Public Folders. Too bad Gw doesn't have that (we are on GW).
>
> I'll try the read-only method.
>
> Anyone using anything like Sharepoint, were we can have users post
> documents? This might be an alternative, as well.
>
> >>> Jason Doering<jason.w.doeringnospam@nospamuc.edunospam> 06/27/06

> 5:01 PM >>>
> Tom Miller wrote:
> > Hi Folks,
> >
> > We are shutting down our current HQ and moving to a new complex. At HQ
> > (only at HQ, too), we have a shared drive that is *supposed* to be used
> > only when departments want to post documents that would be common to the
> > community.
> >
> > Of course people put their departmental files on the shared drive
> > instead, and sometimes in both places.
> >
> > I'd like to get away from the shared folder concept, but we do have some
> > need for posting to directories that everyone needs to see.
> >
> > Anyone have any suggestions on how I can have a shared folder that won't
> > be misused, or at least I could make it diffucult to use improperly?
> >
> > Tom

>
> Our setup is similar to what Travis described. We have a folder on our
> shared drive called "Info" that everyone gets read-only access to.
> Those that need to post specific information get full access to a
> sub-folder named for the information shared. For example, in one
> directory we have a spreadsheet listing chemicals in use by department
> and any available MSDS files for those chemicals. This information can
> only be updated by a couple of people.
>
> --
> Jason Doering
>
> Address is munged; I already get enough spam.
> Remove three nospams to reply.
>
>

0 Likes
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

It sounds like you just want a location that users can get the common
files that are shared and that this folder contains ONLY documents that
are deemed "to be shared".

Many folks try to make file sharing way more complex than it needs to be
by using some "feature" of their email system (or switching to another
email system only for said feature) or bring on-line another solution a
vendor has.

Up on the soap-box.
NetWare and eDirectory for file sharing in my humble and experienced
opinion is all you need - take advantage of what you have and keep it
simple.

Determine a person or SMALL group of persons that are "responsible for
the data" and call them the Data Stewards". Give them full access to
the shared folder (say via membership in a group). Give everyone else
read/filescan only access to the shared folder.

When/if a non-Data Steward has a requested change, then take advantage
of your email system and establish a policy that proposed changes are
emailed to the list of Data Stewards. Upon receipt of the change
request, it will be evaluated for update.

Simple - keep it simple. Done it this way for years. Tried some of the
other methods or now of other methods (solutions) used, just adds more
complexity to your environment and to the tasks your users have to deal
with.

Off of the soap-box.

Hope this helps.

Don


Tom Miller wrote:
> Thank you for your responses. Now this would be a good use for Exchange
> Public Folders. Too bad Gw doesn't have that (we are on GW).
>
> I'll try the read-only method.
>
> Anyone using anything like Sharepoint, were we can have users post
> documents? This might be an alternative, as well.
>
> >>> Jason Doering<jason.w.doeringnospam@nospamuc.edunospam> 06/27/06

> 5:01 PM >>>
> Tom Miller wrote:
> > Hi Folks,
> >
> > We are shutting down our current HQ and moving to a new complex. At HQ
> > (only at HQ, too), we have a shared drive that is *supposed* to be used
> > only when departments want to post documents that would be common to the
> > community.
> >
> > Of course people put their departmental files on the shared drive
> > instead, and sometimes in both places.
> >
> > I'd like to get away from the shared folder concept, but we do have some
> > need for posting to directories that everyone needs to see.
> >
> > Anyone have any suggestions on how I can have a shared folder that won't
> > be misused, or at least I could make it diffucult to use improperly?
> >
> > Tom

>
> Our setup is similar to what Travis described. We have a folder on our
> shared drive called "Info" that everyone gets read-only access to.
> Those that need to post specific information get full access to a
> sub-folder named for the information shared. For example, in one
> directory we have a spreadsheet listing chemicals in use by department
> and any available MSDS files for those chemicals. This information can
> only be updated by a couple of people.
>
> --
> Jason Doering
>
> Address is munged; I already get enough spam.
> Remove three nospams to reply.
>
>


--
D.Lohr
Technical Services
James Madison University

++ Bad command or file name ++
0 Likes
Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder

Stay on the soap box - it's good advice.

I am a Gw admin (I actually got a GW CNE years ago along with my Netware CNE). Off topic, but I don't have faith in GW document management. It's confusing to our general community and for some reason users tend to corrupt documents.

I'll go with the RF option for a shared folder - thanks.

Tom

>>> D.Lohr<lohrda@jmu.edu> 06/28/06 9:41 AM >>>


It sounds like you just want a location that users can get the common
files that are shared and that this folder contains ONLY documents that
are deemed "to be shared".

Many folks try to make file sharing way more complex than it needs to be
by using some "feature" of their email system (or switching to another
email system only for said feature) or bring on-line another solution a
vendor has.

Up on the soap-box.
NetWare and eDirectory for file sharing in my humble and experienced
opinion is all you need - take advantage of what you have and keep it
simple.

Determine a person or SMALL group of persons that are "responsible for
the data" and call them the Data Stewards". Give them full access to
the shared folder (say via membership in a group). Give everyone else
read/filescan only access to the shared folder.

When/if a non-Data Steward has a requested change, then take advantage
of your email system and establish a policy that proposed changes are
emailed to the list of Data Stewards. Upon receipt of the change
request, it will be evaluated for update.

Simple - keep it simple. Done it this way for years. Tried some of the
other methods or now of other methods (solutions) used, just adds more
complexity to your environment and to the tasks your users have to deal
with.

Off of the soap-box.

Hope this helps.

Don


Tom Miller wrote:
> Thank you for your responses. Now this would be a good use for Exchange
> Public Folders. Too bad Gw doesn't have that (we are on GW).
>
> I'll try the read-only method.
>
> Anyone using anything like Sharepoint, were we can have users post
> documents? This might be an alternative, as well.
>
> >>> Jason Doering<jason.w.doeringnospam@nospamuc.edunospam> 06/27/06

> 5:01 PM >>>
> Tom Miller wrote:
> > Hi Folks,
> >
> > We are shutting down our current HQ and moving to a new complex. At HQ
> > (only at HQ, too), we have a shared drive that is *supposed* to be used
> > only when departments want to post documents that would be common to the
> > community.
> >
> > Of course people put their departmental files on the shared drive
> > instead, and sometimes in both places.
> >
> > I'd like to get away from the shared folder concept, but we do have some
> > need for posting to directories that everyone needs to see.
> >
> > Anyone have any suggestions on how I can have a shared folder that won't
> > be misused, or at least I could make it diffucult to use improperly?
> >
> > Tom

>
> Our setup is similar to what Travis described. We have a folder on our
> shared drive called "Info" that everyone gets read-only access to.
> Those that need to post specific information get full access to a
> sub-folder named for the information shared. For example, in one
> directory we have a spreadsheet listing chemicals in use by department
> and any available MSDS files for those chemicals. This information can
> only be updated by a couple of people.
>
> --
> Jason Doering
>
> Address is munged; I already get enough spam.
> Remove three nospams to reply.
>
>


--
D.Lohr
Technical Services
James Madison University

++ Bad command or file name ++

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Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder


how's this for simple?

use your intranet webserver...


--
Cheers!
Richard Beels
~ Network Consultant
~ Sysop, Novell Support Connection
~ MCNE, CNE*, CNA*, CNS*, N*LS


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Anonymous_User Absent Member.
Absent Member.

Re: Need suggestions for shared folder


gw dms is stable if the network supporting it is.

as for confusing? well, yes, it can be...


--
Cheers!
Richard Beels
~ Network Consultant
~ Sysop, Novell Support Connection
~ MCNE, CNE*, CNA*, CNS*, N*LS


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