TWE: Internship Account "My Drive" Cleanup

[pandanista]

Overview

We need to clean up and move any document from "My Drive" under the Internship Google account (internship@hackforla.org) to the shared Google Drive folder or Internship-PII account's "My Drive" so "My Drive" under the Internship Google account (internship@hackforla.org) stays organized.

This issue is not to delete or consolidate any PII content in the Internship-PII Google account.

Action Items

• Open 1Password
• Find login info for internship@hackforla.org
• Log into internship@hackforla.org's Google account
• Access My Drive using the link in 1.03
• Go over all the content in internship@hackforla.org's My Drive
• Decide whether to keep any documents in internship@hackforla.org's My Drive or not
  • If we need to move any of them from PII drive to the shared Research drive, list out the documents in the "Resources gathered during the completion of this issue" below and the new URLs of the documents as well as the paths to access the docs
    • Confirm with project lead at the next PM/UX lead meeting to get consensus
  • If keeping them in internship@hackforla.org's My Drive, consider making folders or renaming documents so they stay relevant
    • List out any new folder (if applicable) in the "Resources gathered during the completion of this issue" below so the leadership team is aware of the changes
• Review the content in internship@hackforla.org's My Drive with Product
• Product sign off

Resources/Instructions

Resources for creating this issue

• 1.01 1password
• 1.02 Guide: Log into a Google Account with 2-Step Verification Using 1Password
• 1.03 internship@hackforla.org's My Drive
• 1.04 TWE Google Folder (shared)

Resources gathered during the completion of this issue

• 2.01 TWE: Template: Report
  • The path of the new location is Shared drives > Internships > Internships > Communication Guide > Templates
  • Added a shortcut of the generic TWE templates to the "Research Templates" folder on the shared drives (the path is Shared drives > Internships > Internships > Research > Research Templates)
• 2.02 TWE: Template: Spreadsheet
  • The path of the new location is Shared drives > Internships > Internships > Communication Guide > Templates
  • Added a shortcut of the generic TWE templates to the "Research Templates" folder on the shared drives (the path is Shared drives > Internships > Internships > Research > Research Templates)
• 2.03 TWE: Template: Slide
  • The path of the new location is Shared drives > Internships > Internships > Communication Guide > Templates
  • Added a shortcut of the generic TWE templates to the "Research Templates" folder on the shared drives (the path is Shared drives > Internships > Internships > Research > Research Templates)
• 2.04 TWE: Template: Letter
  • The path of the new location is Shared drives > Internships > Internships > Communication Guide > Templates
  • Added a shortcut of the generic TWE templates to the "Research Templates" folder on the shared drives (the path is Shared drives > Internships > Internships > Research > Research Templates)
• 2.05 TWE: Template: Form: [Replace TYPE OF PARTICIPANT]: [name of survey]
  • The path of the new location is Shared drives > Internships > Internships > Communication Guide > Templates
  • Added a shortcut of the generic TWE templates to the "Research Templates" folder on the shared drives (the path is Shared drives > Internships > Internships > Research > Research Templates)
• 2.06 TWE: External Communication Documents
  • The path is My Drive > TWE: External Communication Documents
  • Most files in that folder has PII info.
    • Question: Should we move this one to the Internship - PII drive?
  • 2.06.01 We have created a template based on previous mail merge file
    • Question: Where should we move this template? Which path should we save it under? Communication Guide > Templates or let it stay in "My Drive" since we use internship@hackforla.org for external communication
• 2.07 Duplicate form
  • The path is Shared drives > Internships > Internships > Research > 1. Research by Participant Type > 2. Intern > RP006 - Intern Intake Interviews > Interview Scripts

[pandanista]

I've cleaned up the internship private drive and made some changes (see Resources gathered during the completion of this issue section for more details).

Let's review this issue in the next PM/UX Lead meeting.

[sunannie27]

@pandanista Did this get resolved and what are the next steps?

[pandanista]

We addressed this issue and the question in 2.06.01.

• IS22: PM offer letters mail merge in TWE: External Communication Documents with Interns' PII has been moved to the Internship - PII drive
• We made a Template: IS[YY]: PM offer letters mail merge and saved into Internship's My drive
  • The template is now located in Internship: My Drive > TWE: External Communication Documents

[pandanista]

PM and project lead will review the content in TWE: External Communication Documents.