Review and sort out Google Drive

[iteles]

I was looking for a place to put some new files in our google drive and realised what a mess it's in (which is weird given we supposedly created the folder structure from scratch last year 😬 ).

This needs sorting out or we're going to find looking for things pretty difficult unless we can guess their name (related - some things have the most unhelpful names, e.g. Wages for a piece of market research on salaries and freelancer rates, which had only a handful of lines anyway, but still...)

Making this a p3 so it gets done within 4 weeks as per #349

Tasks

• Propose new folder structure
• Give ownership of folders to a master email account
• Re-organise

[rub1e]

I would have sworn blind there's already an issue for this 🤔

Either way, it shall be done 😺

Dwyl Private folder structure

• BUSINESS DEVELOPMENT

  • PROPOSALS (moved to client folders if we win the work)

• CLIENTS - Folder for each client

  • .private - private folder for contracts, budgets - anything private. Shared with company directors and ops only
  • "MY-PROJECT" - Folder for each project
    • 1. PLANNING
    • 2. DESIGN & ASSETS
    • 3. CREDENTIALS (e.g. heroku login, api keys)
    • 4. SPRINTS (any sprint-specific or functionality-specific docs - e.g. "Copy for About Page", "Research on widgets for Sprint 5")

• FINANCE

  • BANKING
  • EXPENSES (receipts)
  • COMPANY ACCOUNTS
  • CORPORATION TAX
    • R&D
  • PAYROLL
  • VAT
  • LEGAL
    • COMPANIES HOUSE DOCS (e.g. resignation of director)
    • INSURANCE
    • TRADEMARK DOCS
  • DWYLERS (I guess we could revert to Human Resources... 😉 )
    • FREELANCERS > CONTRACTS
    • PAYE PEOPLE (very private)
      • CONTRACTS

[iteles]

There's this related issue, but not the same one that I could find! #206

[rub1e]

I've upgraded the priority to P2 because this has become an actual barrier to productivity

[rub1e]

A place for everything, and everything in its place

Folder structure: a proposal

(The folders are such a mess that I'm not even going to bother trying to map old folders onto new)

Let's start with the core dwyl-private folder:

• BUSINESS DEVELOPMENT
  • PROPOSALS (moved to client folders if we win the work)
• CLIENTS - Folder for each client
  • CONTRACTS/AGREEMENTS
  • FINANCE (POs, invoicing etc.)
  • "MY-PROJECT" - Folder for each project
    • PLANNING
    • DESIGN & ASSETS
    • CREDENTIALS (e.g. heroku login, api keys)
    • SPRINTS (any sprint-specific or functionality-specific docs - e.g. "Copy for About Page", "Research on widgets for Sprint 5")
• OPS
  • FINANCE
    • BANKING
    • EXPENSES (receipts)
    • TAX
      • COMPANY ACCOUNTS
      • CORPORATION TAX
        • R&D
      • PAYROLL
      • VAT
  • LEGAL
    • COMPANIES HOUSE DOCS (e.g. resignation of director)
    • INSURANCE
  • DWYLERS (I guess we could revert to Human Resources... 😉 )
    • FREELANCERS > CONTRACTS
    • PAYE PEOPLE (very private)
      • CONTRACTS

The thinking behind this is pretty simple - client stuff in client folders, finance stuff in separate finance folders.

@iteles let me know what you think, we can iterate, and then I'll start moving everything across

I'll also do a template blank client folder for duplication when we win new work.

And once that's done I'll address the marketing folder

[iteles]

Yes. Thank you @rub1e, let's get this done.

There are only a couple of things that we use semi-regularly and might need additional folders for:

• Employment letters / letters of recommendation
• Contracts with non-client third parties (e.g. lawyers or accountants) - under Legal I assume
• Airsupply - could do with its own folder for clarity

How about important company documents like VAT registration papers?

My only note is that I don't think we need a top-level 'Ops' folder, no reason we can't avoid the extra click and just go for your suggested Finance, Legal and dwylers as top-level files.

[rub1e]

Also essential to give ownership to a master account like hello@... so we always have access and it's not linked to any one person's account

[rub1e]

(Notes to myself)

• Save latest pdf version(s) of agreements and move doc versions to archive once signed
• Expired agreements should be moved to archive (e.g. project is done, freelancer moves on etc.)

[iteles]

@rub1e I have started creating the folders for #488 and Club Soda and have a couple of observations/questions:

1. Is there a template set of folders we can copy over for a new client yet?
2. We should number the folder names as well as GDrive defaults to a name sort and for example within a client, it makes more sense to have folders in the chronological order of the process
3. We also need to define at what point and by whom the folders are created

[rub1e]

1 - sorry, haven't got to that yet - will do one up and add to dwyl/process-handbook#114
2 - yes, I've started with .private for the private files in client folders (obvs), but I'll update as you suggest
3 - I was going to transfer everything to hello@ when I'm done and go through the permissions on each folder to make sure that private stuff is shared specifically and non-private stuff is accessible

[rub1e]

UPDATE: supplier agreements have been moved to .private folders in the corresponding named client folder, with permissions restricted to only dwyl ops personnel.

[rub1e]

OK, now that this is well in hand, I've got a few updates/proposals - please review when you have a moment @iteles and thumbs up 👍 or kick off 👢

Once this is all agreed, I'll update #428 (comment) so that all new projects start off in the same way

• Instead of having separate folders for private files like contracts and finance docs, it makes more sense to just have one Private folder in each client project. This is because there are only 2-3 such files on average, and having separate folders seems like overkill

  • UPSHOT: all client-based sensitive files should be stored in a folder called .private and shared with the Directors and Ops

• I now don't really see the point of moving proposals we've won to client folders. I now think it makes more sense to have all proposals in one place (the top level Business Development folder), whether they've been won or not. (This also makes it easier to maintain folder permissions, given that props contain sensitive information)

  • UPSHOT: all proposals should be created in the Business Development / Proposals folder, and live there forever. The folder is shared with the Directors and Ops only.

• Instead of having client-private files on a per-client basis (i.e. one private folder per client), I now think it makes more sense to have them on a per-project basis (i.e. one private folder per project, so multiple per client)

  • UPSHOT: each project folder will have its own .private folder

• I've done a template client folder with the steps numbered per Review and sort out Google Drive #428 (comment) (saved as .template at the top of the clients folder), but it turns out you can't easily copy/duplicate folders in Drive (😤). I've found an extension that looks like it might do this, but haven't tested it yet. Will update

  • UPSHOT: tbc

• I no longer see the point of having a tax super-folder including payroll/VAT/etc. - I think they should each have their own top-level folder in Finances

  • UPSHOT: Accounts, corp tax, payroll, and vat will all be under Finances

[rub1e]

In addition to the above, I've been starring things that I'd like @iteles to take a look at - I think there's a lot of digital bumf in there that can just be deleted if you agree

[iteles]

I like the theory behind these but luckily, a couple of points have already been user-tested in practice (by me), so here are a couple of thoughts based on how these are used every day:

• Having a financials/contracts folder for each client instead of each project actually makes more sense in practice - this is often useful because they refer to one another and we need to make sure budgets are cohesive, etc.
• The MY-PROJECT setup you proposed is also advantageous: The project dev team should have access to folders 1-4 in the project, so having these on the same level as the contracts/financials folder means we have to go in and individually share each of the 4 folders with the relevant dev teams (and the same to unshare them if someone leaves the company)

Happy with the rest!

Can we update the very top comment of the issue with the final folder structure please?

Could you also move the starring thing to a different issue please?

[rub1e]

Update: the dwyl Private folder has now been updated in line with #428 (comment)

• Every client has a .private folder
• Currently active client folders have been split into planning / design & assets / creds / sprints (as above)
• Old clients haven't been touched - @iteles if you want this enacted retrospectively let me know
• Loose files and folders with random bumf in them have been starred as per Google Drive Cleanup #496

That's it for now, as I don't have the wherewithal to spend any more time in job folders today 😩

[rub1e]

I've now had a go at the marketing folder which was mercifully small

I've pared it down to:

• Branding & promotional decks - decks created for talks or just generally about dwyl
• dwyl Stash - all assets for stash, merch etc.
• Headshots
• Logos - all historical logo files
• Website

When you have a moment, @iteles , could you have a look at the logo files and just transfer the ones that are still relevant to the .Current logos

And if you have anything to add to the above structure, let me know and I'll update before adding this to the folder structure outline above

[iteles]

Closing as mostly done and ownership isnt an ussue right now (i.e the priority is so low nothing will be done about this