Electronic Data Action Team

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Electronic Data Action Team

• Sponsors Brett Michaels
• Caroline Sobolak
• Team Leader Don Wallace
• Team Scribe Lori Smyth
• Computer Software Missy Spengel
• Team Members Connie Burman
• Carol Sedlak

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5 acre problem

• The MCC common drive on common on mccis (G) is
  running out of space!

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Background Information

• The common drive on common on mccis (G) was
  originally intended as a depository for
  information and forms common to the needs of
  staff and faculty users. It has evolved into a
  catch-all of dated and redundant files which are
  difficult to navigate. In addition, the drive is
  nearly out of useable space.

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Initial Space Statistics
143 folders 120 files not in any folder
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Action Project Statement

• To improve the productivity and usability of the
  MCC common drive on common on mccis (G) for
  everyday users, measured by the elimination of
  duplicated data, obsolete data and sensitive data.

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Current Process

• Considering it is an unrestricted drive, any MCC
  employee with a computer login can
• Post
• Retrieve
• Delete
• Alter data

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Tools Used to Illustrate the Current Situation

• MCC Employee Survey
• MCCs common drive on common on mccis (G) does
  serve a need.
• The drive is predominately used to access forms.
• A small percentage of respondents use it, but
  access it repeatedly.
• The time it takes to access materials is not as
  much of a problem as originally thought.

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Comparison Matrix

• 143 folders
• 120 files not in any folder
• 12 of these files are duplications found on
  InsideMCC (this does not include duplications
  within the Common drive itself)

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The Joy of Chart Making!!!
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Additional Illustrations

• Flow Chart Planning a meeting
• This next slide illustrates the inconsistencies
  on
• Where to find information
• How it is labeled
• How many times it appears
• How long it stays on the drive

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Causes are noted in blue
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Recommendations

• Send an email to users offering assistance in
  moving or deleting files and folders form the
  common drive on common on mccis(G).
• Information Technology will develop a Common on
  mccis(G) Posting Rights Request Form which will
  be available on InsideMCC.
• A posting freeze will begin July 1, 2006
  individuals will still have read-only rights, but
  will not be able to post unless granted posting
  rights.
• In each department, people who responded to the
  original email on April 12, 2006, automatically
  will be granted posting rights.

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Recommendations (cont)

• In September, another email will be sent
  reminding all users to remove items from the
  common drive on common on mccis(G) with the
  stipulation that unclaimed items will be
  permanently deleted.
• All forms will be posted on InsideMCC through the
  Professional Development department.
• The Professional Development department will
  offer user training for alternative storage
  methods and file nomenclature.
• The duties of monitoring the drives space usage
  need to be assigned by the Steering Committee to
  the appropriate party.
• The effectiveness of the above recommendations as
  seen in the performance of the common drive on
  common on mccis(G) will be re-evaluated within
  a year.

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Drive Usage (In GBs)
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• This is No Bull

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Current Space Statistics
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Success is Having a Great Team