Do you find that too many people are accessing files on your company's network drive that they shouldn't be touching? Do you scratch your head and wonder what happened with the updates that you made a few minutes ago, just to find that they either have been changed or deleted?This happened to me on many different occasions. One thing that always drives me nuts is when people start to mess around with files that I have been working on. Then they go into the file, start manipulating the data and save it. Of course, I ask them what changes they made and they don't have a clue. Doesn't this frustrate you?
One way to avoid this is to either password protect your files (the steps for this depends on what piece of software you use, if it has the capabilities). But then you need to remember the passwords, otherwise you can't get back into the file. Of course, this could be cumbersome.
The other option is to create permissions on certain folders within your network drive to have only certain staff members access the files within these folders. Ask your IT Department to help you out with this, as I was able to fiddle around with it a bit, but rather not give instructions here, since I might give the wrong information. I know that I write quite a few articles on computer related matters, but networking is not one of my strong points.
If anyone can provide details on how to go about doing this, please leave a comment for everyone to read.
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Until next time,
Take care - of your clutter!
Post from: Administrative Assistant Tips
3 comments:
I think it may be worth to mention that the may be a time where you need your files to be accessible to a group of people, but need the accountability should they change your recent edits or to prevent them from updating the document while you're needing to edit it without restricting their access.
My company has found the software Interwoven Worksite to be a wonderful and efficient tool for document management. Their software can be found at:
http://www.interwoven.com/components/pagenext.jsp?topic=PRODUCT::WORKSITE
We've been using it for over a year now and have found that it has boosted our productivity and accountability tremendously. I would recommend it to any moderate to large office.
Also, to create permissions, please see below for instructions from Microsoft's website:
Set, view, change, or remove special permissions for files and folders
To set, view, change, or remove special permissions for files and folders:
Click Start, click My Computer, and then locate the file or folder where you want to set special permissions.
Right-click the file or folder, click Properties, and then click the Security tab.
Click Advanced, and then use one of the following steps:
To set special permissions for an additional group or user, click Add, and then in Name box, type the name of the user or group, and then click OK.
To view or change special permissions for an existing group or user, click the name of the group or user, and then click Edit.
To remove an existing group or user and the special permissions, click the name of the group or user, and then click Remove. If the Remove button is unavailable, click to clear the Inherit from parent the permission entries that apply to child objects. Include these with entries explicitly defined here check box, click Remove, and then skip steps 4 and 5.
In the Permissions box, click to select or click to clear the appropriate Allow or Deny check box.
In the Apply onto box, click the folders or subfolders where you want these permissions applied.
To configure security so that the subfolders and files do not inherit these permissions, click to clear the Apply these permissions to objects and/or containers within this container only check box.
Click OK two times, and then click OK in the Advanced Security Settings for FolderName box, where FolderName is the folder name.
http://support.microsoft.com/kb/308419
Hi A L,
Thanks for the suggestion and the steps on getting this done. I remember fiddling around with it before, but it was a long time ago.
Thanks,
Richard
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