As part of the suite of changes due to the General Data Protection Regulation (GDPR) we will be making changes how we use the common drive, more commonly known as the Z drive.
The Z Drive is a common shared network drive that is intended for short term sharing only. Over the years the drive has accumulated a lot of data, some of which is no longer needed. Due to GDPR, we’re required to take action and change how the drive works.
Along with the departmental network drives that have been deployed, the new Z Drive, to be known as the Common Drive, will have a retention period applied. This will be stricter than the departmental areas with a generic 2 years being applied to all data stored within it.
The new Common Drive is now available for you to move data to. To map the new Common drive to your PC please view How to Map Common Drive.
The Common Drive will also follow the rules of protecting level 1 & 2 folders within the structure. This means you’ll be required to raise an IT service request to add, delete or amend any level 1 & 2 folders.
Each area of the business will be provided with a folder in which to share files and folders as required. These will replicate the names of your departmental drives that have been put in place.
When sharing documents across the new Common Drive, you should save them into your own business area and then provide the link to colleagues you’re sharing the documents with. The recipients should then draw them down from the Common Drive and continue working on them.
All Carnival UK colleagues will be provided with generic access into each folder. Any sensitive data should be protected accordingly, stored within the departmental network drives or shared via another method.
What Do I need to do?
- Take action and delete out data that is no longer required within the Z Drive
- Plan how to move the files and folders you require over to the new location as the old Z drive will be deleted on 31 July 2019
- Make sure you connect to the new Common Drive as instructed above
Who can I contact for support?
If you have any queries about the new lotus notes email retention period or the Common drive please contact Matthew Hurricks at: Matthew.hurricks@carnivalukgroup.com.