Drive Structure

Complete Implementation Guide

Overview

This Google Drive structure is designed for active project management across all Encore departments. It mirrors our organizational structure while keeping Productions as the most detailed since it’s our most complex work.

Key Principle: This drive handles active working documents only. Organizational processes, templates, and guides live in the separate organizational wiki.

Complete Folder Structure

📁 00_executive

Executive Leadership and Board materials

00_Executive/

├── Board_Materials/

├── Executive_Team/

├── Staff_Compensation/

├── Organizational_Budgets/

└── HR_People_Management/

📁 01_productions

All show production work - most complex structure

01_Productions/

├── [Show_Name_Year]/ (e.g., Les_Mis_2025)

│ ├── 00_Producer/

│ │ ├── Financial/

│ │ │ └── Master_Budget_and_Payment_Tracking.xlsx

│ │ ├── Rights_and_Agreements/

│ │ ├── Contracts/

│ │ │ ├── Creative_Team/

│ │ │ ├── Design_Team/

│ │ │ └── Production_Ops_and_Crews/

│ │ └── Mission_Vision_and_EFI_Targets/

│ ├── 01_Rehearsal/

│ │ ├── Cast_Information/

│ │ ├── Daily_Calls/

│ │ ├── Script_Score_and_Tracks/

│ │ ├── Calendars/

│ │ ├── Contact_Lists/

│ │ └── Rehearsal_Policies_and_Expectations/

│ ├── 02_Designs/

│ │ ├── 00_Rehearsal_and_Production_Meeting_Reports/

│ │ │ ├── Rehearsal_Reports/

│ │ │ └── Production_Meeting_Reports/

│ │ ├── 00_Tech_and_Strike/

│ │ │ ├── Tech_Reports/

│ │ │ ├── Strike_and_Returns/

│ │ │ └── Storage/

│ │ ├── 01_Director/

│ │ │ ├── Vision_Statement/

│ │ │ ├── Character_Breakdowns/

│ │ │ ├── Scene_Breakdowns/

│ │ │ └── Reference_Materials/

│ │ ├── 02_Sets/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 03_Costumes/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 04_Props/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 05_Lights/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 06_Sound/

│ │ │ ├── Design_Package/

│ │ │ └── Audio_Files/

│ │ └── 07_Hair_and_Makeup/

│ │ ├── Design_Package/

│ │ └── Photos/

│ ├── 03_Auditions/

│ │ ├── Audition_Material/ ← PUBLIC LINK TO THIS SUBFOLDER ONLY

│ │ │ ├── Show_Overview_Calendar_and_Requirements.doc

│ │ │ ├── Audition_Sides/

│ │ │ └── Audition_Songs/

│ │ └── Casting/ ← PRIVATE ACCESS ONLY

│ │ ├── Audition_Forms_and_Evaluations/

│ │ ├── Callback_Notes/

│ │ └── Final_Casting_Decisions/

│ ├── 04_Performances/

│ │ ├── Performance_Reports/

│ │ ├── Front_of_House/

│ │ └── Box_Office_Reports/

│ └── 05_Marketing/

│ ├── Promotional_Materials/ ← PRIVATE ACCESS ONLY

│ ├── Marketing_Campaigns/ ← PRIVATE ACCESS ONLY

│ ├── Social_Media_Content/ ← PRIVATE ACCESS ONLY

│ ├── Cast_Headshots/ ← PRIVATE ACCESS ONLY

│ ├── Rehearsal_Footage/ ← PRIVATE ACCESS ONLY

│ ├── Production_Footage/ ← PRIVATE ACCESS ONLY

│ ├── Program_Design/ ← PRIVATE ACCESS ONLY

│ │ ├── Licensing_Agreement_Program_Specifications/

│ │ └── Sponsor_Advertisement_and_Info/

│ ├── Shirts_and_Sizing/ ← PRIVATE ACCESS ONLY

│ ├── Press_and_Media/ ← PRIVATE ACCESS ONLY

│ └── Public_Marketing_Materials/ ← PUBLIC LINK TO THIS SUBFOLDER ONLY

└── Archived_Shows/ (Executive Access Only)

📁 02_education

Educational programs and classes

02_Education/

├── Classes_and_Workshops/

├── Page_to_Stage/

├── Youth_Leadership_Camps_Sensory_Friendly/

└── Capstone_Campus/

📁 03_development

Fundraising and donor relations

03_Development/

├── Grants/

├── Donors/

├── Fundraising_Events/

└── Sponsorships/

📁 04_marketing_and_branding

Organizational marketing and brand management

04_Marketing_and_Branding/

├── Brand_Guidelines/

├── Website/

├── Social_Media/

└── Promotional_Materials/

📁 05_culture

Community building and organizational culture

05_Culture/

├── Events/

├── Volunteer_Management/

├── Community_Outreach/

└── Internal_Culture/

📁 06_business_and_finance

Financial management and business operations

06_Business_and_Finance/

├── Budgets/

├── Financial_Reports/

├── Contracts_and_Legal/

└── Insurance/

Permission Structure

Access Groups

1. Executive

• Executive Director, Artistic Director, Managing Director, Production Manager

• Full access to everything

2. Production Team

• Director, Music Director, Choreographer

• All Designers (Set, Costume, Lighting, Sound, Props, Hair/Makeup)

• Stage Manager, Assistant Stage Managers

• Technical Director

• Department Directors (Education, Development, Marketing, etc.)

3. Crew, Ops, & FOH

• Board Operators, Run Crew

• House Manager, Box Office, Ushers

4. Cast

• Performers, Young Artists

Google Drive Permissions Table for Encore

Production Folder Permissions

Folder	Exec	Production	Crew, Ops, & FOH	Cast	Public Access
00_Producer	✓	✗	✗	✗	✗
01_Rehearsal	✓	✓	✓	✓	✗
02_Designs	✓	✓	✓	✗	✗
03_Auditions	✓	✓	✗	✗	✗
Audition_Material (Subfolder)	✓	✓	✗	✗	Public Link
04_Performances	✓	✓	✓	✗	✗
05_Marketing	✓	✓	✓	✗	✗
Promotional Materials (Subfolder)	✓	✓	✓	✗	Public Link

Department Folder Permissions

Each department folder (02-06) is primarily managed by that department’s director and the Production Team, with Executive oversight.

Public Access Workflow

Audition Materials (03_Auditions/Audition_Material/)

1. Production Team creates audition materials

2. Folder is shared via public link (view-only)

3. Link is distributed through marketing channels

4. Potential auditioners access materials directly

Public Marketing Materials (05_Marketing/Public_Marketing_Materials/)

1. Marketing team creates materials in internal folders

2. Once approved, final materials are copied to Public_Marketing_Materials folder

3. Folder is shared via public link (view-only)

4. Community, press, sponsors access approved materials directly

5. All working files and drafts remain in private internal folders

Implementation Checklist

Phase 1: Structure Setup

• Create main folder structure (00-06)

• Set up production folder template with all subfolders

• Configure access groups in Google Workspace

• Test permissions with key team members

Phase 2: Production Setup

• Create first production folder using new structure

• Set up public links for audition and marketing materials

• Test public access links

• Orient Production Manager on folder management

Phase 3: Team Training

• Train department directors on their specific folders

• Create navigation guide for all users

• Establish file naming conventions

• Document public link management procedures

Phase 4: Migration and Launch

• Migrate current production materials to new structure

• Update all shared links and bookmarks

• Communicate changes to all team members

• Begin using structure for active productions

Phase 5: Optimization

• Gather feedback after first production cycle

• Refine permissions based on actual usage

• Adjust folder structure if needed

• Document lessons learned for future improvements

File Naming Conventions

Documents

[TYPE][PROJECT][DATE]_[VERSION]

Examples:

• Budget_LesMis2025_2024-12-15_v2.xlsx

• CastList_LesMis2025_2024-11-20_Final.pdf

• RehearsalReport_LesMis2025_2024-12-18.pdf

Photos

[DATE][EVENT][DESCRIPTION]

Examples:

• 2024-12-15_Rehearsal_Act1Scene3.jpg

• 2024-12-20_Costume_Fitting_Dorothy.jpg

• 2024-12-22_Production_FullCast.jpg

Videos

[DATE][TYPE][PROJECT]_[DESCRIPTION]

Examples:

• 2024-12-18_Rehearsal_LesMis2025_OpeningNumber.mp4

• 2024-12-22_Performance_LesMis2025_FullShow.mp4

• 2024-12-20_Marketing_LesMis2025_BehindScenes.mp4

Best Practices

Folder Organization

• Keep current documents at top of each folder

• Use consistent naming following established conventions

• Archive old versions in dated subfolders when necessary

• Leverage Google Drive’s version history for document revisions

Collaboration Guidelines

• Use commenting features for feedback rather than creating multiple versions

• Set appropriate notification levels to avoid email overload

• Establish check-in protocols for shared documents

• Respect permission boundaries - don’t share outside designated access levels

Public Link Management

• Test public links regularly to ensure they remain functional

• Monitor public folders for appropriate content only

• Update public materials promptly when internal versions are revised

• Remove outdated public materials after productions close

Security and Privacy

• Conduct regular permission audits especially during cast and crew changes

• Remove access promptly when team members finish their roles

• Use Encore Google Workspace accounts whenever possible

• Follow privacy guidelines for student information and personal data

Maintenance Schedule

Weekly (During Active Production)

• Review and update permissions as team changes

• Archive completed reports and outdated materials

• Check public links for accuracy and appropriate content

• Verify file naming compliance

Monthly

• Clean up duplicate or outdated files

• Review storage usage and archive as needed

• Update access for new team members

• Audit public folder contents

After Each Production

• Complete final documentation in all folders

• Move entire production folder to Archived_Shows

• Remove access for departing cast and crew

• Gather feedback for structure improvements

• Update templates based on lessons learned

Quarterly

• Comprehensive permission audit across all folders

• Review and update department folder organization

• Assess storage needs and optimize file organization

• Update this implementation guide based on evolved practices

Troubleshooting and Support

Common Issues and Solutions

“I can’t find a document”

• Verify you have proper folder access for your role

• Check if the document has been moved to archive

• Confirm you’re looking in the correct production folder

“I can’t access a folder”

• Contact Production Manager to verify your access group

• Ensure you’re using your Encore Google account

• Check if the folder has been moved or renamed

“Public link isn’t working”

• Verify the link hasn’t expired or been changed

• Contact Marketing team for current public links

• Ensure you’re accessing the correct public subfolder

“Too many Google Drive notifications”

• Adjust notification settings in Google Drive preferences

• Unsubscribe from folders you don’t need to monitor

• Set up filtered notifications for priority folders only

Getting Help

• Technical/Access Issues: Contact Production Manager or IT support

• Structure Questions: Refer to this implementation guide

• Permission Problems: Contact Executive team

• Public Link Issues: Contact Marketing team

Feedback and Improvements

This structure evolves with our needs. Submit suggestions for improvements to the Production Manager, including:

• Workflow inefficiencies

• Missing folder categories

• Permission issues

• Integration opportunities

Conclusion

This Google Drive structure supports Encore’s collaborative, educational mission by providing:

• Clear organization that mirrors our actual workflow and departmental structure

• Appropriate access controls that protect sensitive information while enabling collaboration

• Public access options that professionally share our work with the community

• Scalable framework that grows with our projects and evolving needs

• Professional organization that reflects our commitment to excellence

The structure focuses on active project work while our organizational wiki handles processes and templates. This separation keeps both systems clean, focused, and effective.

Remember: The goal is efficient collaboration that serves our young artists and our artistic mission. Perfect organization is less important than clear communication and smooth workflow that enables great theater and transformative education.

By implementing this structure thoughtfully and maintaining it consistently, we create a digital workspace that enhances rather than hinders our creative and educational work.

BUDGET MANAGEMENT for Encore

Related

• Production Folder Organization Guide
• Production Manager

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Status: Working · Portal: Internal · Last reviewed: 2026-05-11 · Owner: Rhett