We're in the process of building out our repository so that we will have a couple of root folders: one folder for staff to place documents into and a hidden folder containing our Records Centre that replicates the other folder (with retention schedules applied based on industry standard). I've attached a few screenshots of our repository for reference. Our VAR has created a workflow that will place the records in the Records Centre when checked off as a final record.

We were thinking of having staff just bringing final records into Laserfiche and keep working documents separate (especially because our VAR recommended to lock down the folder structure of the repository so that the Records Management function works properly). However, this causes issues of staff working outside of Laserfiche and we lose out on the advantages of searching, version history, etc. Plus it raises questions of, when is a document a record, and will staff remember to put it in Laserfiche. On the other hand, if staff were to put in working documents, would they remember to mark it final?

We thought about having staff bring in working documents and having a reminder (after 30 days since it's last edit) so that staff mark of documents a records. My concern is that staff will be inundated with reminders so we were thinking maybe not.

1. How does your organization deal with working documents?

Currently, staff are expected to save documents in a Windows group directory so that their co-workers can access their work when they are away. However, we also have home directories for our staff for their personal documents. Some staff have taken to saving a lot of their work in their home directory (and fairly, some of it should be confidential). Staff home directories have become a hybrid of personal and work documents.

2. How does your organization deal with home directories?

3. How do you keep staff from saving work documents in their home directories or how do you monitor this?

Any of your suggestions would be most appreciated! I would also love more resources or case studies. I'm really hoping to work on best practices as we move forward but I don't really know where to start.