Create a Guide/Template: Create and/or organize your project's Google Drive

[Olivia-Chiong]

Overview

We need to create a guide to setting up and/or organize your project's Google Drive so it can be easy to navigate.

Action Items

The phases in the guide-making process are listed below. Each phase displayed in blue is linked to a wiki page with instructions on how to complete that phase. Open the wiki page in a new tab, copy the instructions for each part into the section labeled 'Tasks' at the bottom of this issue, and complete each task listed.

• Gather Examples Solo (open in a new tab)
• Gather Examples Collaboratively
• Create a Guide Draft
  • If needed, create a template
• Have your guide peer reviewed
• Present your guide for leadership review

Resources/Instructions

• Guide Document
• Link to the tool to remake your Header

Draft

• Ensure you have access to the Google Drive.
  • If you do not have access, ask the existing PM to add you to it.
  • If it does not yet exist, ask Bonnie to create it.
• Add yourself to the team roster.
  • If it does not yet exist, create it using this template.
• Organize the drive by numbering the folders and sorting all documents into the relevant folders
  • 01 Project Overview - New Members Start Here
  • 02 Design
  • 03 Development
  • 04 Marketing
  • 05 Forms and Spreadsheets
  • 06 Meeting Documentation
  • 07 Working Files
  • 08 Archive
    

Projects to Check

Tasks

• This is where you will copy instructions from the wiki page for the step you are currently on.

[ggrrettcchhenn]

@myrandi @ExperimentsInHonesty & I discussed adding something to this guide about enforcing location of team documents. The Record Clearance team has lost access to some team documents that are not in the team folder. Bonnie recommended avoiding this in the future by instituting a policy where anytime anyone on the team clicks on a link someone sent, don’t click the Request Access link, just ask them to move it into the team folder.

Running list of Record Clearance Google docs we need access to:
https://docs.google.com/document/d/1bYv32qHQZjpU1vVuHAvNDeopNXgEKKjWix5fSyUpTLI/edit
https://drive.google.com/open?id=0B33gE8kWJbwtVmgtOU5oY3drUU9IMHFudTdodGpXOE9LTUJN
https://drive.google.com/open?id=0B33gE8kWJbwtSUF1YVdPMUhJcVNidjg3aU5aREZOVWMxUi13
https://drive.google.com/open?id=10LPDAoZB0D1TO-b1bwvAUfxhHXYfSr8B
https://drive.google.com/drive/u/0/folders/1tTYanDJVg-RPFdIDi2f3K3krx5V9-U-N
https://drive.google.com/file/d/1f6BRSpl31Ej7NTK-hZVV5iZyBwxsznIr/view?usp=sharing
https://drive.google.com/drive/u/0/folders/1hBhOeNyjjEaHcWAKSu9eW--FF9HnKNqe

[ggrrettcchhenn]

Expunge Assist recently had to consolidate two google drives, so we used this an outline as a guide but altered it a bit to what felt more intuitive for our team. We categorized top level folders into our teams (Admin (PM), Design, Research, Development) instead of file types (forms, meeting documentation, working files).

Because our secondary folder had grown to be larger than the primary folder that we were moving into, we made an inventory spreadsheet mapping out all of the folders in each drive and a proposed structure for the migration: https://docs.google.com/spreadsheets/d/1zrHuEa3q_Fyb2KiWxTBi5LxP-WN4pzLTiZprt0B77Z4/edit?usp=sharing

This new structure seems to be working pretty well for us so far. It is challenging to find one organizational structure for a large group, but some team members have commented that this new structure is easier to navigate.

[ggrrettcchhenn]

As a part of this process, we also adopted certain file naming conventions for our team moving forward. I will paste them below.

File Naming Conventions

Please use these standard practices for naming all Expunge Assist documents, as applicable.

Remember to save all documents you work on for this project in our shared Expunge Assist Google Drive. This is so that we do not lose access to any digital files. If a teammate requests access to a Google Drive file, check to make sure that the file is in a team folder that they have access to.

• Start each file with the creation date in YYYY-MM-DD format. If it is a working document that is edited over weeks or months, use as specific a date as applies. e.g. 2021-03-14 Google Drive Inventory, 2021 UX Research Report, etc.
  • This format makes sure all of our files stay in chronological order, even over the span of many years.
  • Some running documents do not need a date. Meeting notes and agendas should always have a date.
• When appropriate, add version information to the end of the file name to track versions of a file, e.g. 2021-07 filename v02.xxx
• When using a sequential numbering system, use a leading zero for clarity and to make sure files sort in sequential order. For example, use "01, 02, ...10, 11, etc." instead of "1, 2, ...10, 11, etc."
• Don't save filenames containing special characters, such as * : \ / < > | " ? [ ] ; = + & £ $ . You may encounter difficulties searching for or opening them so they are best avoided.

References:
https://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming
https://datamanagement.hms.harvard.edu/collect/file-naming-conventions
https://www2.staffingindustry.com/eng/Editorial/Archived-Blog-Posts/Adam-Pode-s-Blog/Probably-the-best-file-naming-convention-ever

[ExperimentsInHonesty]

@ag2463

• update the footer
• update the header
• replace step 1 with prereq : You will need access to the entire project folder or shared drive not just specific documents.
• Step 2 section will get moved into the instructions part of the document
• Make note in instructions that anything that is not secret or absolutely requires a google doc, should be on the wiki
• Files need the name (or nickname) of the project at the beginning
  • Example: Youth Justice Nav's files all start with "YJN: ..."

Link to the current How to Write a Guide
Link to the current Guide Template
Link to the tool to remake your Header

[fchan218]

Prior version of issue

Overview

We need to create a guide to setting up and/or organize your project's Google Drive so it can be easy to navigate.

Action Items

• Gather examples of how other projects have done, adding each example as a link in the resources section
  • Once done, remove the "TG: Gather Examples" label and add the "TG: Draft Template" label
• Create a draft template, either in markdown format in this issue or a google doc in the old product management google drive new product management google drive>Product Management Guides
  • Once done, remove the "TG: Draft Template" label and add the "TG: Create Guide" label
• Create a guide on how to use the template
  • Once done, remove the "TG: Create Guide" label and add the "TG: Review Guide" label
• Review the guide with product management communities of practice
  • Once done, remove the "TG: Review Guide" label and add the "TG: Leadership Review" label
• Present to Hack for LA leadership team for sign off
  • Once approved, remove the "TG: Leadership Review" label and add the "TG: Place Guide" label
• Possibly create an issue template on .github
  • Include link to template under resources if you add it as a template in .github

Resources

Draft

• Ensure you have access to the Google Drive.
  • If you do not have access, ask the existing PM to add you to it.
  • If it does not yet exist, ask Bonnie to create it.
• Add yourself to the team roster.
  • If it does not yet exist, create it using this template.
• Organize the drive by numbering the folders and sorting all documents into the relevant folders
  • 01 Project Overview - New Members Start Here
  • 02 Design
  • 03 Development
  • 04 Marketing
  • 05 Forms and Spreadsheets
  • 06 Meeting Documentation
  • 07 Working Files
  • 08 Archive

Guide Document

[fchan218]

Assignee, Labels, Project Board Placement, and Milestones for this issue in the Product Repo:

[fchan218]

Files in this issue:

• Guide Document

  • This file will need to be moved to the knowledgebase-content Google Drive

  • Unable to move this document to the knowledgebase-content Google Drive

[fchan218]

@ag2463 This guide issue is moving to the knowledgebase-content repo. If you would like to maintain edit access to the issue and its associated files, please fill out the Google Drive Access Form.