I have designed our repository (and workflow creating shortcuts) the same as Greg, however, we ran into issues. Staff would do a search and, even though they couldn't see or use the RS folders, the documents would come up in the searches. They have to have access to those documents; that's what the shortcuts are all about, but is causes confusion and clutters up the search window. I was planning on training heavily weighted on doing searches for "shortcuts only", however, we ended up discovering more serious problems with this design and we have now restructured completely.
1) Staff would copy a shortcut and paste elsewhere, rename the shortcut (thinking they are renaming a new document) then go in and change what they thought was a copy of the old document. They were overwriting their originals, losing critical data.
2) Staff were extremely confused by where the actual documents were located and even the simple steps of opening the document and hitting Save As to create another document became problematic.
1) We got rid of all the shortcuts and put the documents back into the staff folders, except for those documents that could already be considered archived (permanent records, never to be changed, like copies of approved bylaws, policies, business plans, etc.)
2) Some of the "working documents", once approved by Council, would be pdf'd and archived, leaving behind the Word doc (for example) in the staff folder for use in the next version of this type of document. The LF Versioning tool will be used in many cases, but not all.
2) Staff will have to add a tag (called "Archive Document") to any and all documents they consider now finished and ready to file away. A workflow will then take away the document to RS. (There is a second tag they can use for this if they want a shortcut left behind. A second WF will act on that tag with the only thing different being it will leave behind a shortcut for them in the originating folder.)
3) Staff may not remember to take this step when finished with docs, so another WF will be created to search out docs not opened for more than 6 months (or maybe a year) and report those to the departments, asking someone to review them and determine if any of them should be archived.
Chris Cartrett: If you have any processes or designs to share, I would love to see them! We, our LF implementation team, have the opinion that we shouldn't have to re-invent the wheel, so to speak; considering that we are all municipalities working on processes that should be very similar. There should be a place we could go to see samples of what others have done (including samples of the design, details of the wf's, how they were put together, etc). This would give us a head start with implementation and result in less frustrating experiences. Good for you for starting this thread!