How To Guide
How to Set Up Shared Drives for Business Collaboration
A well-organised shared drive is the backbone of business file management. Set up once, it serves the team for years.
Overview
Shared drives can be cloud-based (SharePoint, Google Shared Drives) or local network (NAS, file server). Cloud options are easier to set up and access remotely.
Step 2: Folder Structure
Organise files so everyone can find what they need.
1
Recommended Structure
- 01-Admin (HR, legal, finance)
- 02-Clients (individual folders per client)
- 03-Projects (individual folders per project)
- 04-Marketing (branding, campaigns, assets)
- 05-Templates (document templates, forms)
- 06-Archive (completed projects, old documents)
- Use numbered prefixes to control sort order
- Keep folder depth to 3-4 levels maximum
Pro Tip:
Agree on naming conventions with the team: use dates as YYYY-MM-DD, no spaces in filenames (use-hyphens-instead), and clear descriptive names.
Step 3: Access Management
Control who can see and edit what.
1
Permission Best Practices
- Give minimum required access — 'View' by default, 'Edit' only when needed
- Create permission groups rather than assigning per-individual
- Sensitive folders (HR, finance) restricted to relevant teams
- Review permissions quarterly
- Remove access immediately when someone leaves the organisation
- Use audit logs to monitor who accesses sensitive files
4
Migration and Onboarding
- Plan migration from existing file shares to the new structure
- Move files in stages rather than all at once to reduce disruption
- Test permissions with pilot users before full rollout
- Create a user guide specific to your folder structure and naming conventions
- Include shared drive orientation in new employee onboarding
- Set up shortcuts or quick access links for frequently used folders
5
Maintenance and Compliance
- Schedule quarterly reviews of folder structure and permissions
- Archive completed project folders rather than leaving them active
- Monitor storage usage and plan capacity upgrades proactively
- Ensure shared drive data is included in your backup strategy
- Review compliance requirements: Are regulated files stored with appropriate controls?
- Generate access reports for audits showing who can access sensitive folders
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