399 lines
19 KiB
HTML
399 lines
19 KiB
HTML
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<div class="wrap">
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<header class="masthead">
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<div class="firm">Arizona Computer Guru</div>
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<h1>Shared Drives Reorganization & Access Plan</h1>
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<div class="docline">
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<span>Prepared for <b>Dataforth Corporation</b></span>
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<span><b>Draft</b> for review</span>
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<span>June 2026</span>
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</div>
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</header>
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<div class="lead">
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<p class="first">Today, every shared drive at Dataforth is open to every employee. Anyone
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who logs in can open, change, or delete anything, including Payroll, OSHA records,
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Purchase Orders, and the accounting files.</p>
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<p>This plan reorganizes those drives so each <strong>department</strong> sees only what it
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needs, the sensitive areas are locked down, and access stays simple to manage. The
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encouraging part: your drives are <strong>already arranged by department</strong>. We are
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largely tidying that structure and adding the access controls that should have been there
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all along.</p>
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</div>
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<div class="note">
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<span class="lbl">How to read this</span>
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<p>Section 1 is the proposed folder layout. Section 2 is who would get access. Section 3 is
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the short list of things we need from you to finalize it. Nothing on your systems changes
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until you approve the plan.</p>
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</div>
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<!-- 1 -->
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<section>
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<div class="shead"><span class="n">1</span><h2>Proposed folder layout</h2></div>
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<p class="intro">Everything would sit under one clear, consistent structure. You still reach
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your files the same way (your familiar mapped drives can stay). This is about how folders
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are grouped, and who can open them.</p>
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<div class="tiers">
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<div class="tier">
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<div class="tlabel">
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<div class="tname"><span class="dot d-dept"></span>Departments</div>
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<span class="trule r-dept">Team access</span>
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</div>
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<div class="tcontent">
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<p class="tdesc">Each team's working files. People see their own department; another
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department is added only when there is a reason to.</p>
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<div class="chips">
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<span class="chip">Engineering & Test Engineering</span>
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<span class="chip">Manufacturing / Production</span>
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<span class="chip">Quality / Calibration</span>
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<span class="chip">Sales & Marketing</span>
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<span class="chip">Shipping / Receiving</span>
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<span class="chip">Purchasing</span>
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<span class="chip">IT</span>
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</div>
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</div>
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</div>
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<div class="tier">
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<div class="tlabel">
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<div class="tname"><span class="dot d-restr"></span>Restricted</div>
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<span class="trule r-restr">Named people only</span>
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</div>
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<div class="tcontent">
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<p class="tdesc">Sensitive data, walled off from general staff. Only specific people
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(HR, Finance, management) are granted access.</p>
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<div class="chips">
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<span class="chip">Accounting & Finance (Sage, QuickBooks, invoices)</span>
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<span class="chip">Payroll</span>
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<span class="chip">HR</span>
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<span class="chip">OSHA / Safety records</span>
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<span class="chip">Purchase Orders</span>
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</div>
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</div>
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</div>
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<div class="tier">
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<div class="tlabel">
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<div class="tname"><span class="dot d-common"></span>Company-Wide</div>
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<span class="trule r-common">Everyone: view</span>
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</div>
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<div class="tcontent">
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<p class="tdesc">Shared resources everyone can read, with editing limited to the
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owners so nothing gets changed by accident.</p>
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<div class="chips">
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<span class="chip">Forms</span>
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<span class="chip">Policies</span>
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<span class="chip">Templates</span>
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<span class="chip">Scanned Documents</span>
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<span class="chip">General Documents</span>
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</div>
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</div>
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</div>
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<div class="tier">
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<div class="tlabel">
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<div class="tname"><span class="dot d-user"></span>User Folders</div>
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<span class="trule r-user">Private</span>
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</div>
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<div class="tcontent">
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<p class="tdesc">A private home folder per employee. Only that person and IT can see
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inside. This replaces the loose person-named folders scattered across the drives today.</p>
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</div>
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</div>
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<div class="tier">
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<div class="tlabel">
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<div class="tname"><span class="dot d-arch"></span>Archive</div>
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<span class="trule r-arch">Read-only history</span>
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</div>
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<div class="tcontent">
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<p class="tdesc">Old engineering archives and material from former staff, kept for
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reference, read-only, out of everyone's daily view.</p>
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</div>
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</div>
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</div>
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<p class="infra">Behind-the-scenes systems stay exactly where they are so nothing breaks:
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the DOS test stations, the website datasheet system, the IT software library, and the live
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Sage accounting database. We handle those separately.</p>
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</section>
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<!-- 2 -->
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<section>
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<div class="shead"><span class="n">2</span><h2>Who would get access</h2></div>
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<p class="intro">Access is granted by <strong>department group</strong>, not person by
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person. We add an employee to their department group and they immediately get the right
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folders; if they change teams, we move the membership. There are two simple levels:</p>
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<div class="levels">
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<div class="level">
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<h3><span class="pill pill-rw">RW</span> Read / Write</h3>
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<p>Open, edit, and save files in their department's folders.</p>
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</div>
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<div class="level">
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<h3><span class="pill pill-ro">RO</span> Read-Only</h3>
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<p>View files another department owns, without changing them.</p>
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</div>
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</div>
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<div class="table-scroll">
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<table>
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<caption>Our <b>starting assumption</b>: each department owns its own area, and the
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sensitive folders are restricted. This is the grid we would like you to confirm or
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correct in Section 3.</caption>
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<thead>
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<tr>
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<th style="text-align:left">Department</th>
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<th>Engr</th><th>Mfg</th><th>Quality</th><th>Sales</th>
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<th>Shipping</th><th>Purch</th><th>Company-Wide</th><th>Restricted</th>
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</tr>
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</thead>
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<tbody>
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<tr><th>Engineering</th><td class="cell-rw">RW</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td></tr>
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<tr><th>Manufacturing / Prod.</th><td class="cell-ro">RO</td><td class="cell-rw">RW</td><td class="cell-ro">RO</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td></tr>
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<tr><th>Quality / Calibration</th><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-rw">RW</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td></tr>
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<tr><th>Sales & Marketing</th><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-rw">RW</td><td class="cell-ro">RO</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td></tr>
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<tr><th>Shipping / Receiving</th><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-rw">RW</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-no">·</td></tr>
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<tr><th>Purchasing</th><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-rw">RW</td><td class="cell-ro">RO</td><td class="cell-x">PO only</td></tr>
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<tr><th>Accounting / Finance</th><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-rw">RW</td></tr>
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<tr><th>HR / Payroll</th><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-no">·</td><td class="cell-ro">RO</td><td class="cell-rw">RW</td></tr>
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<tr><th>IT</th><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-rw">RW</td><td class="cell-x">by request</td></tr>
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<tr><th>Management / Exec</th><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-ro">RO</td><td class="cell-x">as needed</td></tr>
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</tbody>
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</table>
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</div>
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<p class="legend"><b>RW</b> read & write · <b>RO</b> read-only
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· <b>·</b> no access. Restricted covers Payroll, OSHA, Accounting,
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and Purchase Orders.</p>
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</section>
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<!-- 3 -->
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<section>
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<div class="shead"><span class="n">3</span><h2>What we need from you</h2></div>
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<p class="intro">A few answers let us finalize the plan and build it. A short call works
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too if that is easier.</p>
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<div class="asks">
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<div class="ask"><p><b>Confirm the departments</b> in Section 1. Add, remove, or rename
|
|
any that are off.</p></div>
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|
<div class="ask"><p><b>Confirm or correct the access grid</b> in Section 2 (who gets
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|
Read/Write, Read-Only, or no access for each area).</p></div>
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<div class="ask"><p><b>Name the people for the sensitive areas.</b> Exactly who should
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|
see Payroll, OSHA records, Purchase Orders, and Accounting? This usually needs HR and
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|
Finance sign-off.</p></div>
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<div class="ask"><p><b>Department rosters.</b> Which employees are in which department.
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|
An existing org chart or staff list is perfect.</p></div>
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<div class="ask"><p><b>Cleanup.</b> Are there folders (the "do not use" ones, old
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|
per-person folders) you already know are safe to archive or remove?</p></div>
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<div class="ask"><p><b>Exceptions.</b> Anyone who needs cross-department access, plus any
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contractors or outside parties.</p></div>
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</div>
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<div class="closing">
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<p>Once we have this, we send back a final "who sees what" map for your sign-off, then
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implement it <strong>in stages</strong> so nobody loses access unexpectedly.
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<strong>Nothing changes until you approve the plan.</strong></p>
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</div>
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</section>
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<footer>
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<b>Arizona Computer Guru</b> · Prepared for Dataforth Corporation
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· Draft, June 2026<br>
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Questions? Reply to our email or call. We are glad to walk through it on a quick call.
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</footer>
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