Department directories, project directories, process directories: What's coming to where?
Directories are optimally designed with a focus on working in departments, projects, processes, and products. In these folders, only public data and no personal data should be stored.
As a rule, executives require closed filing locations. These should be created parallel to the corresponding departmental directory (purchasing, human resources, etc.). It is advisable to use a line directory to which only the respective department head and his deputy have access. In it, for example, employee-related or planning data is stored.
These relate exclusively to departmental data. These are, for example, data of the department manager, templates, forms or data for a department event.
These contain data that always relate to cross-departmental collaboration. All data relating to the project are saved in these folders, regardless of whether it is a sketch, cost table or list of contact detailspartner. All project-related data should be stored in one place.
These relate to processes that are repeated regularly, such as meetings, audits, evaluations and associated logs. When a session ends, everyone involved knows in which process folder they can find the log. If necessary, those responsible can be informed about tasks that have arisen by sending them one of the file paths of the session log.
These contain data on the company's core business. All data relating to the system are stored in this storage location. These are calculations, architectural sketches, temperature curves or specifications. Only people who work with the data of the respective system have access to this folder. If a technician only works with machine building A, he should only have access to their directory.
Data is stored here temporarily (approx. 1 week), which is automatically deleted after a certain period of time. These directories are used for the one-off and short-term transmission of data. For example, if a colleague is to view or edit a file from a folder to which he or she does not normally have or need access. Transfer directories are not intended for the exchange of private data or permanent storage of data.
These contain data that relates to the image of the company in public. As a rule, only the editors store and edit the data here. All other employees have only read access.
Here you put down all your personal data that you need as drafts, for your information, for your personal work. For example, if your personal information is or becomes departmental, move it (the final version) to the appropriate departmental folder. The home directory should not be used to store private data.