Leadership Center > Archival Procedures

Archival Procedures

To make the smoothest transition between committee and section members year after year, and to preserve the history of NJLA, it is imperative that files be stored on NJLA's Google Shared Drives. 

Table of Contents

• How Google is Structured within NJLA
• How to Associate your Work Email Address with a Google Account

How Google is Structured within NJLA

There are three elements to understand:

 Google Groups

All committee members' work email addresses are added to a Google group. All section board members' work email addresses are added to a Google group. Groups are granted access to the Shared Drives where you will store your groups files. For example, John J.  Robbins ([email protected]) is on the Widget Committee. [email protected] is added to the Widget Committee Google Group. John now has access to all files in the Widget Committee folder.

 Google Shared Drives

The most important thing to understand about the Google Drive is our Shared Drive. Using the Shared Drives allows the organization to access, share, preserve, and pass down information within in the organization.

When you log into drive.google.com, look to the left side panel. Click Shared drives (highlighted in blue below).   

You will see your committee or section's folder load in the center of the screen. There is a folder for every year. Any files that will be used year-after-year can remain in the top level folder or you can create folders as you see fit. In this example, the conference committee has a folder labeled "Evergreen Documents", others have a folder labeled "Bylaws and Procedures", or a file named "Master List of ..... ". 

 Uploading Minutes, Agendas, and Working Files

There are a couple things to note inside each section Drive. There will be a folder for the current year. Any documents you want to store, share with your group or save for archival purposes can be uploaded to this folder. These documents are only viewable by your section or committee.

Inside the Agendas and Minutes folder is a subfolder for each year. Please upload your agendas and minutes to this folder. This folder is viewable by the public.

 Google Email Addresses

Every committee is assigned a Google email address ending in njlamembers.org. The password for this email address is given to the chairs of the committee. The chairs are free to share this password with anyone on their committee. Committee members have the option of using this email address to communicate. For example, the Scholarship Committee use their njlamembers.org address to communicate with applicants. 

Every google email address automatically comes with free Google Drive space. DO NOT STORE ARCHIVAL MATERIALS IN THIS DRIVE. NJLA CANNOT EASILY ACCESS OR SHARE THE CONTENTS OF THIS DRIVE.

How to Associate your Work Email Address with a Google Account

You do not need a Gmail account to access Google Drive. You can turn your work email address into a Google account that will let you access the Drive. Click here for instructions.