1054 Shared Drive

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

1025 State Agency on Aging Operations

Effective Date:

10/01/2025

Section Title:

Shared Drive

Reviewed or Updated in:

MT 2026-04

Section Number:

1054

Previous Update:

2026-01

​Summary Statement

The Division of Aging Services (DAS) uses a shared drive to store common documents. Each section within DAS is assigned a folder into which the Section’s commonly held documents are stored. It is the Section Manager’s responsibility to assure that sub-folders and documents are named and organized according to this policy.

​Basic Considerations

The DAS is composed of several sections with a manager assigned to each. Over 300 employees work within the DAS. Most sections use the shared drive (J drive) for storing common information.

Each staff also has a private drive, the H drive, assigned for their use. It is recommended, however, that staff store their files on the One Drive instead of the H drive.

Folder and sub-folder names should be descriptive of the contents.

​J Drive Folders

Folders on the J Drive will be limited in number to ensure an organized system that is easy to navigate.

The J Drive will have a Table of Contents (TOC) where subfolders with hyperlinks facilitate navigation of the shared drive.

Folders will be created for:

  • Each DAS section including, but not limited to:

    • Program/projects; containing program related documents (i.e. Options Counseling, NWD, LGBTQ)

    • Monitoring; all monitoring documents for that program are saved here

    • Archives

    • Staff folders (if the section uses folders for individual staff)

    • Grants; to include sub-folders per specific grant

    • Administrative

    • Other folders at the discretion of the section manager.

      Folders for each section will vary. Not all sections will have the same set of folder names.

  • Area Agencies on Aging (AAA) folder including, but not limited to:

    • Allocation Issuances

    • Archives

    • Mid-Year Reviews

    • Other folders pertaining to AAAs that are used by staff across sections and by multiple programs

  • Division wide initiatives not assigned to a specific section or program and used by staff across sections (i.e. State Plan, LEP-SI)

  • DAS Data System (DDS) for current and historical data systems (i.e. AIMS, Harmony)

  • Employee Resources including, but not limited to:

    • Org Charts

    • Orientation materials

    • Images

    • DiSC profiles

    • Charitable Contributions

​Procedures

Each Section Manager is responsible for insuring new staff read the shared drive policy when the employee gains access to the drive.

DAS Management Team, as a group, will review the j-drive at least once a quarter to assure compliance with these procedures.

​Retention

Federal, state and DAS policy will be used to determine when files should be archived or deleted. Refer to Section 1053, Record Retention, in this manual.

​Modification

Employees using the drive shall not modify original documents that are created and saved by others. A copy must be saved before changes are made. The copy may be saved on the H drive, One Drive or desktop during revision. Alternatively, draft and final versions must be labeled in the folder.

Example:

doc_name_v2
doc_name_v3
doc_name_v4

The final version must be saved on the Shared Drive in the appropriate folder.

Non-confidential documents that are disseminated should be stored on the shared drive rather than a personal drive inaccessible to others.

​References

MAN 5600, Section 1053, Record Retention