[All] Reorganizing ESPO Share folder

[Czech, Erin P. (ARC-SGG)]

Marilyn,

A question for the team to discuss regarding ownership:

Using DCOTSS as an example - Ken Bowman owns many files in the DCOTSS folder using his tamu.edu<http://tamu.edu> address. Should this be allowable? If so, how is it different than if the owner has a gmail.com<http://gmail.com> address instead of a nasa.gov<http://nasa.gov> address? I’m not making a case one way or the other - just posing the question.  I think we need a standard practice/rule for this.

Thanks for writing this up. It’s important to clarify these things so that we are all on the same page regarding how to appropriately use this useful tool.

Erin

On May 24, 2019, at 11:57 AM, Vasques, Marilyn F. (ARC-SGG) via all <all at espo.nasa.gov<mailto:all at espo.nasa.gov>> wrote:

All,
We have been talking about ‘cleaning up’ and organizing our ESPO Google drive folders.  Although Google has a search feature, without some organization, it is easy to upload multiple versions of the same file.

The plan is that during a mission, the files and folders stay within the mission folder and you organize as you want.  When the mission ends, it is best to archive files like Site Visits, Deployment/Orientation Guides in the specific folders so there is one place to look for these items.  Also, please do the same for all of the past missions you have supported.  We need to pay particular attention to the items that are now part of our official work practices (and therefore requiring documentation).  I’ve marked them in bold in the list below.

Tips to keep in mind:

  1.  Create at Doc:  Before you create or upload a new document, do a search to make sure it isn’t already there.
  2.  Permissions: When you add a folder, it inherits permissions from the parent unless you manually change it.  Be cognizant of who has access when adding a folder and giving permissions to those outside our group.  You can check permissions by right clicking on a folder and selecting Share.
  3.  Ownership matters.  Files should be owned by our NASA.gov<http://nasa.gov/> g-suite accounts (not personal gmail accounts). If one of us leaves (or cancel’s their Google account) the ownership will go to the NASA IT person, Akinlolu Aladade.  If you see any in our folders with that person as owner, let me know and we will get it changed to one of us.
  4.  How To:  If you learn something that isn’t documented, please take a moment to share this with the team in a google doc or sheet and send a link to those in ESPO who would find it helpful.


Susan will be moving folders to create the structure at the end of this email.

We will probably go over this at one of the Standards meetings but let me know if you have any questions.
M


New ESPO Share Structure:

  *   Missions (each specific mission)
     *   ORACLES
     *   DCOTTS…
  *   ESPO Operating guidelines
     *   PM Guide
     *   Site visits
     *   Project Plans (IIP)
     *   Project Reviews (MRR, KDP-C, ICR, KDP-F)
     *   Deployment Guides (and safety orientations)
     *   Deployment Sites
     *   Deployment Presentations
     *   Lessons learned
     *   Customer feedback
  *   ESPO Standards
  *   How Tos
     *   Directions
     *   Training (HTSOS)
     *   Blank forms
     *   Software
     *   Mailing lists
     *   WebEx
     *   GAA
     *   Swag
  *   ESPO Team External Sharing
     *   Presentations about ESPO
     *   Contact/hours
  *   ESPO Team Internal Sharing
     *   Telecon/webex numbers
     *   Team minutes
     *   Personal emails and cells
  *   ESPO Logistics
     *   Warehouse
     *   Inventory
  *   SOFRS
  *   Event Management






-- Marilyn Vasques
ESPO Director
NASA Ames Research Center
MOBILE:  650-417-8796
OFFICE:  650-604-6120

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