Shared Drive Usage Application Notes

Shared Drive Usage Application Notes (Please Read Before Applying)

Previously, shared drives were often created for each purpose. However, having numerous shared drives complicates management for each department, resulting in an increase in shared drives without a designated administrator. Therefore, we kindly request that you consolidate information within your department's shared drive as much as possible. Please review the following "Shared Drive Specifications" and "Rules to Keep in Mind When Reviewing Folder Structures" and revise your folder structure accordingly.
We also have an application pre-checklist that summarizes the confirmation points, so please make good use of it as well.

Shared Drive Application Pre-Checklist

1. 1. Shared Drive Specifications
2. 1. 1.1. An administrator and members (participants) are set for each shared drive.
      
      
   2. 1.2. In principle, the administrator and members are granted access to all content (folders and files) within a shared drive. (This means you cannot deny access to specific folders for members.)
      
      
   3. 1.3. Settings such as "No External Sharing" or "No Sharing with Non-Members" can be applied to the entire shared drive.
      
      
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   2. Rules to Keep in Mind When Reviewing Folder Structures, Based on the Above Specifications
4. 1. 2.1. Consider the folder structure based on access permissions, then categorize folders by purpose in lower hierarchies.
      
      
   2. 2.2. Consolidate drives (top-level hierarchy) into one whenever possible. Only divide shared drives if you need to apply shared drive settings, such as prohibiting external sharing.
      
      Please refer to the following for shared drive settings:
      About Shared Drive Settings
      
      
      

Reference Diagram for Folder Structure

Reference Diagram for Cases Where Shared Drives Need to Be Divided