SOP Network Folders

Purpose

Network Drives

G: Drive (Admin): This drive is accessible by all users in HHNA. It is designed for HHNA-wide administrative files such as forms, MSAs, and other general information. Each office also has an administrative folder on their client drive that is more specific to their group.

H: Drive (Personal): This drive is only accessible to the individual employee through their assigned computer (or computer account). It is designed to store reviews, expense reports, and other information managed at the individual levels. Please do not save client files, e-mail archives, music, etc. on this drive. Users are to keep their H: drive below 500 MBs.

J: Drive (Dropbox): This drive is accessible by everyone in the company. It is designed to be used for the temporary transfer of files between individuals or companies. This will help to cut down on sending large attachments via e-mail. Any data on this drive is subject to deletion after 7 days. PLEASE retain your original.

K: Drive (Axiom Only): This drive is accessible to everyone in within Axiom. It is our main drive designed to house our administrative, business development, and project-related files.

T: Drive (Illustration Repository): Coming soon…..

Admin Folder

This ADMIN folder houses all of the working files for each department in the company (Content_and_ID, Interactive_Design_Development, Client_Services, etc.). If you need to create new folders or add new files to the Admin folder, please consult with an Account Director (AD) or the department lead. NOTE: The Content_and_ID and Interactive_Design_ Development folders are within the _KEEP folder.

Business Development Folder

This folder houses all content created as it relates to new business development: Proposals, Marketing, Conferences, etc. The creation of new folders within this folder should only be initiated by a member of the new business development team or the Creative and Digital lead as they create assets for new business development.

Business Development Folder: Proposal Subfolder

Within the proposal subfolder, the “account owner” (the person receiving the request for proposal (RFP) whether it is a formal RFP or an informal request) is responsible for originating folders. To do this, the “account owner” should copy the New Proposal Folder Template into the appropriate Client Folder within the New Business Proposal subfolder. (see screenshots on next page) The folder title should then be updated to include the Maconomy New Business Development number and a brief description (ie 104NEWBUS17-61_PfizerOncology_withTCG). If you need to create new folders or add new files to the Proposal folder, please consult with the “owner” of the account prior to doing so.

The AD is responsible for creating Client folders. Anyone on the project team can add files to the main folders. If you have any questions about file placement, please consult your AD.

Restricted Folder

This Restricted folder is designed for projects that need certain firewalls or require granting a freelancer direct access to materials on the network. Designated team members will be granted access by IT. Similar to the “Clients” folder, the designated AD is responsible for creating the main client folder and the assigned PM is responsible for the new project folder(s).

You are implementing edits to document that was reviewed by medical, ID, or editorial → Do a save as to the next version (ie _v1b_lml becomes _v1c). Before sending a link to the updated version, please move the _v1b_lml version to the _Old folder.

The set-up of the folder structure is as follows:

Client (folder with client name, eg, AstraZeneca): contains all active files/folders pertaining to that client and their projects.

A.  ADMIN (see below): should contain information specific to the company that could spread across multiple products and projects—corporate logos, branding guidelines, referencing requirements, client MSA, etc.

B.  Project Folders (see next topic) should contain folders/files pertinent to the specific project. Contents may include product-specific logos, branding guidelines and other project-specific files.

2)    PM opens the _New_Project_Folder_Template from within the Clients folder and copies the template folder: XXXXXXXXX_Project_Description into the respective client specific folder.

3)    PM uses the Maconomy project number and a brief description to create a project folder on the network within the appropriate client Folder (K:\Clients\ClientName\ XXXXXXXXX_ Project_Description). For example: 104100276_SOF_VEL_VOX_Launch_Training

·         The project folder template is set up with the approved standardized structure that must be applied to all projects so that every team member regardless of their functional role knows where to locate or to save the files they need.

·         Template is set up with all possible deliverable type folders but not every project will require all of these folders (see the next portion of this SOP for folder customization)

Below are screenshots of some of the key folders within the folder structure template:

Global Resources: Live Training:PM: Specific Deliverable Type: (Showing a Porrima Module as an Example)

First-Level Subfolders within a Project Folder:

·         The folder templates contain the generally recommended folders needed to effectively organize a project’s electronic contents. And is set up for all possible deliverable types.

• The top-level folder structure (see screenshot above) should look the same across all projects and teams with the only differences being the TYPES of deliverables within that project. This ensures all folders remain consistent across teams, projects.
• Due to the fact that some of our projects are only one program/module and others are multiple programs/modules, the PM will have to perform some level of customization to accommodate for this. For example:
  • If your project is only an aZine, a VLE, and an assessment then those are the only folders that should be within your project folder and all other deliverable types and the Live Training folder should be deleted. See sample screenshot below.

• • If your project is JUST live training then all other deliverable types should be deleted and just the Live_Training folder remains.

Individual Deliverable Type Subfolders:

• The XX_ at the beginning of the Deliverable Type subfolders should be updated with the associated subnumber from Maconomy that has been assigned to that deliverable.

• Within the New_Project_Folder_Template, there is a separate folder template established for each deliverable type. Please make sure to use the appropriate deliverable type as the subfolders within that deliverable type are already set up in a manner that will keep a consistent approach for that deliverable type across all clients and all projects (ie Art, Audio, Content_ID, Programming, Video).

• Please maintain this main folder structure within each individual deliverable type the same. As this structure keeps all elements (art, content, programming, etc.) associated with a given Porrima module, aZine, PowerPoint deck, Print deliverable, etc. together in the same folder. It also allows for consistency between projects so it is easy for any team member to find what he or she is looking for and to know where to save files. If there is a specific need for a given project to add or delete folders, these edits should fall within the Art folder or within the Content_ID folder but NOT within the main deliverable type folder. It is important to keep that general structure consistent across all projects. However, in general try to remain close to the original structure. For example, you don’t need to create a separate From_Client or MLR folder as these are already established within each deliverable folder. (see screenshot below highlighting some of these further drilled down subfolders for a Porrima module)

Live Training Subfolder:

• If working on a project that includes Live Training, the individual workshop projects should be set up within the Live Training folder not outside of it. Use the folders titled: XX_Day1_WS_1_Title to update for each individual workshop. If you are not defining the workshops by day or number you can simply those elements from the folder title. And just like the other deliverable types the XX_ at the beginning corresponds to the associated subnumber from Maconomy for that workshop.

The PM is responsible for clean-up of the client project folder in preparation for archiving.

·         This means that only the final non-track change versions of all files should be within the main subfolder, everything else should be moved to the _Old folders.

·         Additionally, any word document storyboards (SBs) or manuscripts must match the content in the final programmed module or final layout.

·         The PM must contact the Creative and Digital leads indicating that the respective project is being reconciled and prepared for archiving. This communication triggers for Creative and Digital that they need to copy to the K:drive the most final editable versions of all of their files associated with the project.

·         This folder/file cleanup is VERY important. Our clients often come back years later requesting updates to deliverables. So it needs to be very clear which files are the most final versions to be used for these updates. But those final versions should simply be the latest version number X.0 and should NOT include FINAL in the file name.

Actual Archiving Process:

·         The archiving process no longer involves physically moving the project to the Archive folder. Actual movement of files to the Archive is now an automated process done by IT once every quarter. And the files that get moved to the archive during this process are any files that have not been OPENED in the last 2 years.

·         The Archive folder structure is now a mirror to the K:drive. Projects are no longer archived as a full project and saved into a separate Month_Year. If you need to find old files, simple go to Archive and navigate to the same folder in which the file originally lived on the K:drive before it was archived.