I started out doing it all myself, then decided I didn't need the hassle of
one or two users being added or removed every two weeks permission wise, so
I showed a couple folks who used PF's regularly how to create and change
their own folders.
I have sort of done what you have, added me as an owner on the PF's, just in
case I needed it. I think I will leave it the way is pretty much is, and
that is folks come to me for PF creation. That way I can keep things clean,
and organized, and let them add or remove permissions as needed.
I think I will try to organize it by Location/Dept as well, to keep the
Top-level Public Folder from being a mile long when its opened!
-----Original Message-----
From: Mike Morrison [mailto:[EMAIL PROTECTED]]
Sent: Tuesday, August 28, 2001 9:28 AM
To: Exchange Discussions
Subject: RE: Rule of thumb for Public Folders
Some of these points I agree with, others I don't so much. I inherited a
rather mucked up PF hierarchy, and you're right: changing it after the fact
is a major PiTA! Try to plan out your PF structure as much as you can, but
also leave some room for free-flow of information. Remember... as IT staff
members, we need to help our users do their jobs more efficiently, not
restricting them from doing so. I've tried to organize mine (as much as
possible) by location and/or department, as well as a company-wide area.
I've restricted top-level folder creation, but left anything below that
fairly open. If someone requests a folder (not realizing that they can
create it themselves), I create it, make them (and myself) an owner, and
then show them how to change permissions, etc. Decentralized management is
not a bad thing. I do stress that it is probably not a good location for
archival type data, nor for highly sensitive or business critical stuff...
rather people should use them for team calendars, shared contacts, and
information dissemination by way of shortcuts or links. Set you retention
policy to something that makes sense, and make sure the folder owners know
that after x number of days, the info is irretrievably lost.
That's my $.02.
Mike Morrison
NT/SMS/Exchange Administrator
Ben & Jerry's Homemade, Inc.
-----Original Message-----
From: Herrick, Michael [mailto:[EMAIL PROTECTED]]
Sent: Tuesday, August 28, 2001 10:18 AM
To: Exchange Discussions
Subject: RE: Rule of thumb for Public Folders
Heer are some of the things I have learned. I wish I could put them into
practice.
1. Do not let any users create public folders. Have them send the request to
a knowledgable Exchange admin. Preferably the one who will have to restore
them.
2. Design a naming standard and hierarchy first. Think WAY ahead for the
potential requests months down the road.
3. Train users. Delegate management of permissions to users. Train them
more. Create DLs for managing permissions.
4. By intelligently and creatively naming the items in a folder, the number
of folders can be drastically reduced. Think document names & key word
fields.
5. Severely limit the number of users who can delete items in a PF. The
inconvenience is worth it. This alone will save many restores!
Once a PF is created and in use, making changes is almost impossible and can
be quite painful.
Michael Herrick
Groton CIT Messaging Services
[EMAIL PROTECTED]
-----Original Message-----
From: Josefowski, Larry [mailto:[EMAIL PROTECTED]]
Sent: Tuesday, August 28, 2001 9:58 AM
To: Exchange Discussions
Subject: RE: Rule of thumb for Public Folders
Why not create the subfolders you indicate and then give the responsibility
of managing the folders to the respective people? The responsible people
can set up permissions on the applicable public folders as needed. You
don't need separate subdirectories for that, if that is what you are
thinking (a public folder and a semi-public folder?)
-----Original Message-----
From: [EMAIL PROTECTED]
[mailto:[EMAIL PROTECTED]]
Sent: Tuesday, August 28, 2001 9:45 AM
To: Exchange Discussions
Subject: Rule of thumb for Public Folders
An issue has reared its ugly head over public folders. Due to lack of
planning in the beginning, we have dumped all folders under the public
folder area for folks to post to. Some folders allow all, some folders allow
only certain folks to access them. What is the general rule of thumb
concerning Public folders?
1. Do you let anyone create them as will?
2. Does the Exchange admin force everyone to go to him for requests?
3. Do all folders under "Public Folders" let all employees in?
4. Do you create sub folders for folders that are needing restrictions on
who access it?
I was thinking of creating a Main folder called Company info with subfolders
like Bulleting board, MIS tips, HR forms etc. Then creating another Main
folder called "Business related" or something and have sub folders that only
certain folks can get to.
Does this sound normal? How do you maintain your public folder hierarchy?
Thanks!!
Ron
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