Governance and Information Architecture
Cloud-server implementation, organization, content archiving and migration, naming convention standards
Increased productivity
Increased efficiency
Created consistency
ABOUT
Problem Statement
The unstructured and cluttered file server led to inefficient workflows, as employees wasted time searching for documents. The lack of a clear file structure and naming conventions made it challenging to find information. With limited storage capacity, large files were not being backed up properly, putting data at risk.
Discovery & Solution
To develop a solution for the disorganized file server, I first spent time thoroughly exploring the existing structure and usage by meeting 1:1 with team members across departments. I gained insight into how people navigated and utilized the server in their workflows.
Next, I brought together a cross-functional working group and used collaborative post-it note sessions to design an intuitive new structure.
By including perspectives from different teams in an interactive ideation process, we created a file hierarchy that would enable easy search and access to documents while also streamlining onboarding.
This collaborative, insight-driven approach allowed us to develop an organized file server structure that met the needs of all employees.
This project demonstrated my skills in:
Cross-functional collaboration
Process Architecture
Information Architecture
Local server to cloud migration
Data archiving
Roll-out plan
Adoption
Post Launch Feedback
The streamlined structure, searchable naming conventions, and cloud storage capabilities had an overwhelmingly positive impact.
Employees complemented the organized and easily navigable system while new hires specifically noted that it was the "most well-structured server they had ever encountered".
The cloud system also provided the capacity needed for large files that had previously not been backed up.
Overall, the collaborative project to overhaul the file server and storage systems greatly improved efficiency, work quality, and data integrity across the agency.