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National Forests in North Carolina �Pinyon Restructuring

June 4, 2024

CHECK OUT THE PRESENTER NOTES FOR DETAILED INFO ON EACH SLIDE

open in PowerPoint Online, then click Notes toward the bottom right of the screen

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Objectives and Agenda

Background and The Big Why
Pinyon and Records Basics
The Big Reveal
Next Steps
Q&A Session

Objectives:��Understand why Pinyon content is being restructured and what the new structure will look like��Learn some tips and best practices, and where to go for more information

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Outline

The Big Why

How did we get here and why is it an issue?

Pinyon and Records

What are Pinyon and Records anyway?

The Big Reveal

What will the new system look like?

Next Steps

What do I need to do moving forward?

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Why Are We Here?

Long, Long Ago

Hard Copy Physical Records

Stone tablets
Paper records
Filing cabinets galore�

Pre-2017

O Drive and T Drive

T drive for GIS, O drive for other
Broad view access to hierarchical structure
Folders restricted as necessary

2017

Pinyon Migration

“Waterfall” permissions
PII stored alongside Program and Project data
Loss of view access

2023

Current State

PII remains scattered throughout
Bookshelf, Workspace, desktops, external hard drives
Nobody knows where anything is!

2024

Electronic Records

OMB/NARA requirements
All agencies, all records, all electronic

Originally, everything was on paper, and hard copy records were stored in filing cabinets. Eventually, hard copy records are disposed of or shipped off to NARA (National Archives and Records Administration).
As USFS became more computer-based, we had J/K/L Drives, then O and T Drives – employees could generally see everything, unless it was restricted.
Migration to Pinyon in 2017 was disjointed, and I’m not going into that, but eventually:
Content landed in Pinyon/Box – PII was never separated, and due to something called “waterfall” permissions, there is no way to restrict subfolders. Basically, if you can see a particular folder, you can see everything within it. To protect employee PII, view access became widely restricted, so all content became managed on a need-to-know basis. Nobody sees the full picture.
People couldn’t see all content, so they made their own folders as they saw fit. Data was disorganized/fragmented/duplicated, and this has persisted and gotten worse accordingly.
Additionally, Pinyon has a Bookshelf vs Workspace distinction for agency vs personal storage. Then some folks just save everything locally to their desktop, or back things up on external hard drives.
Nowadays, if you come in as a new employee or start a new position, some folders get shared with you. However, you have no sense of what other relevant folders exist that haven’t been shared with you.
What happens when an employee moves or retires? Workspace content often does go to the supervisor, but they may not have time to dig through the employee’s years or decades of content.
June 30, 2024 – there is a standing requirement from OMB (Office of Management and Budget) and NARA for all agencies to transition to all electronic records. We’re not digging into that here, but it is related because all that digitized content will eventually land in Pinyon, so that’s going to be a huge additional load.

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“

I love not being able to find information or documents.

� - Nobody, ever

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Outline

The Big Why

How did we get here and why is it an issue?

Pinyon and Records

What are Pinyon and Records anyway?

The Big Reveal

What will the new system look like?

Next Steps

What do I need to do moving forward?

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Pinyon, Box, Box Drive

Box

Cloud storage

Web interface

Commercial Off-The-Shelf Software

Pinyon

Box, but expanded for USFS usage

Content management system

Box Drive

Access to Box storage through Windows Explorer

Pinyon and Box are often used synonymously, so apologies for inconsistency.
Box at its core is a Commercial Off-The-Shelf cloud storage product, like Google Drive or iCloud.
Pinyon has Records Management functionality built on COTS Box, so it’s more robust than just storage.
Box Drive is an app that allows access to Pinyon/Box storage through Windows Explorer.

We won’t tell you which to use. Personally, I use both depending on the situation. It is worth noting that Box Drive (Windows) doesn’t provide a lot of context about files/folders, and it doesn’t have features that are visible in Pinyon web interface. There will be a demo of new structure later in this presentation, which will use the web interface. The demo will show tips and tricks that only work on web. Furthermore, Windows and Box Drive have a 256-character limit on path names. Any longer and Windows just can’t handle it – it won’t open your content.

Put a bird on it…

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Records, Non-Records, Personal Papers

Records

All recorded info made or received in connection with transaction of public business��presentations, maps, photos, emails, SOPs, forms, meeting notes, official correspondence, performance appraisals, contract files, etc.

Non-Records

Material made or acquired for reference purposes��duplicate docs, some notes, calculations, drafts, reference docs, etc.

�Note: FOIA still applies

Personal Papers

Employee documents not used for agency business��copies of performance appraisal, copies of travel requests, non-work emails, etc.

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File Codes

1000 – Organization and Management
2000 – National Forest Resource �Management
3000 – State and Private Forestry
4000 – Research and Development
5000 – Protection and Development
6000 – Management Services
7000 – Engineering
8000 – Work Environment and �Performance Office

6000 – Management Services
6100 – Personnel Management
6200 – Office Management
6300 – Procurement Management
6400 – Property Management
6500 – Finance and Accounting
6600 – Systems Management
6700 – Safety and Health Program
6800 – Information Management
6900 – Emergency Medical Services

File codes are an existing structure from the FS Handbook that organizes content into different topics/levels – 1000, 100, and 10 levels, and occasionally further.
File codes go hand in hand with the retention schedule – what content goes with a certain code, how long to keep it before it can/should be destroyed.
Particularly for 100 level, you might have seen this in letters or file names – 1900 Planning, 2300 Recreation/Wilderness, 5100 Fire
Some 10 codes may be familiar – 1950 Environmental Policy/Procedures, 2360 Heritage, 7130 Fleet

We’re not going in depth into retention right now, but just know that the retention schedule exists, and we all collectively bear responsibility to manage content accordingly.
For resources, revisit the AgLearn training and links at the end of this presentation. Carol Milholen is our Forest Records Manager
Currently in our Pinyon structure, file codes aren’t used consistently, OR file codes exist in multiple locations leading to duplication.

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What Is CUI?

Controlled Unclassified Information
CUI is information that should be restricted on a need-to-know basis.

Examples: personnel files and Personally Identifiable Information (PII), law enforcement files, sensitive geographical information, heritage resources, TES plants and animals, contracts

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Bookshelf vs. Workspace

Bookshelf

Intended for official use
Attached to unit
CUI was never separated properly

Workspace

Intended for personal use
Attached to person
May hold 50-60% of FS content

A few more nuances to mention about Pinyon:
Pinyon has two separate types of storage areas – Bookshelf and Workspaces
Bookshelf – for official use, attached to NFsNC
Workspace – for personal use, attached to person. Pinyon Team estimates that 50-60% of agency content nationwide is in people’s Workspaces. As those people move around or retire, everyone else is trying to chase down that content or totally in the dark about its existence.

Identifying which type of storage area you’re in requires using Pinyon (web interface)
Sharing pane on right side shows “Bookshelf” or “Users + 2 letters.” You can infer who the owner is, as their first name starts with a letter in that range.
Again, neither is used as planned. The uncertainty about percentage is telling of how severe and pervasive the issue is across the agency. Throughout this process, I’ve seen 20 years of your leave requests and travel vouchers with SSNs, I’ve seen your home addresses, tax returns, credit reports, family photos

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Waterfall Permissions

Individuals have access only to the folder they are invited into AND any subfolders beneath it
Can also be invited to individual files

As mentioned briefly earlier, Pinyon use “waterfall” permissions. This has pros and cons. It’s simple – it’s like if you can see a file cabinet, you can access everything in it. No extra keys or sealed folders.

Here’s a snippet of my All Files list. This is where I see folders or files shared with me. I can’t see where this content is on a grander scale, but per the previous slide, I can determine that most of this is in Workspaces.
2350 Trails is actually a Bookshelf folder, and that level is where I was given access – but it’s a folder for my previous forest. I wouldn’t know that without recognizing the most recent editor or digging into the folder. But due to waterfall permissions, I can do that.
I was given access to this DART West folder, which is likely some combination of general program content, working files, and references. Suppose down the road DART holds a hiring event. Then anything they save in that folder – resumes, reference checks, even final ratings by hiring panel – that will be viewable to me, and anyone else who has access to DART West. This is the big issue with waterfall permissions. The DART Team can’t put a hiring folder in there just for the panel to see.

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Permissions

	Upload	Download	Preview	Get Link	Edit	Delete	Owner
Co-owner	✔	✔	✔	✔	✔	✔	✔
Editor	✔	✔	✔	✔	✔	✔
Viewer Uploader	✔	✔	✔	✔	✔
Previewer Uploader	✔		✔
Viewer		✔	✔
Previewer			✔	✔
Uploader	✔

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Outline

The Big Why

How did we get here and why is it an issue?

Pinyon and Records

What are Pinyon and Records anyway?

The Big Reveal

What will the new system look like?

Next Steps

What do I need to do moving forward?

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Restructuring

	Work with CIO Pinyon Team
	Classify existing data as CUI or non-CUI (or archive or discard)
	Relocate all records into hierarchical folders
	Workspaces remain for personal materials
	Unit Content Custodians designated to manage content / access
	NFsNC Bookshelf to be crosswalked this Friday

What’s our team been up to?

Again, we’ve been working closely with CIO Pinyon Team.
We started with Bookshelf content. All Workspaces are still untouched.
First, unused content was archived or deleted, then CUI/sensitive information was separated and secured. We recognize this was a little invasive. Analogy – cleaning someone else's house and deciding what's old and should go into the attic. Apologies for doing so, but there wasn’t a better way.
With what’s left over, we’ve built new hierarchical folders based on file codes and subunits, as well as a hierarchy per our supervisory structure.
We tried to set up relevant edit permissions for all Forest staff based on program area. We will need rely on what we call Content Custodians (our new folder co-owners, generally Program Managers or District Rangers) to iron out the details.
Workspaces still exist – more on that later. Again, they are untouched for now.
Forest Supervisor has designated a Unit Content Custodian and backup UCC to manage content and maintain access. UCC, backup UCC, FSUP, and Deputy have full access across the top of the structure.
Restructure occurring Friday, June 7. May see some odd behavior, but having files open will not be an issue. Box Drive users may need to Log Out to refresh cache – reach out to me Friday if you’re having issues.

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Level 4: based on subunits, examples shown

Level 3: based on file code, examples shown

Level 2: Program and Project

Level 1: View Group applied to 02. R08 NFsNC

Level 0: not visible to NFsNC users

R08 NFsNC

Level 5: Active and Records

Prog

03. CUI R08 NFsNC Prog

03. CUI R08 NFsNC

02. R08 NFsNC

Proj

03. CUI R08 NFsNC Proj

03. CUI R08 NFsNC Prog 1900-Plan

03. CUI R08 NFsNC Prog 6100-Personnel

03. CUI R08 NFsNC Prog 6100-Personnel SO

03. CUI R08 NFsNC Prog 6100-Personnel CRO

03. CUI R08 NFsNC Prog 6100-Personnel NAN

Active

Records

1900-Plan

5100-Fire

SO

CRO

NAN

SO

CRO

NAN

Active

Records

Things to note at level 1: CUI side/trunk is shaded dark green. Non-CUI trunk is in white and is viewable by all. Much easier and more welcoming for new staff.
At level 2, both CUI and non-CUI trunks have Program and Project distinction.
We’ve been bad at this in the past, but the intention is that Project is for anything with a distinct beginning and end, a concrete goal. Program is more general, ongoing content. Personnel content does not go in Program alongside everything else!
Content Custodians (co-owners) come into the picture at levels 3 and 4, where content is broken up by file codes and/or subunit (SO or districts). Generally, Content Custodians are PMs or DRs. They are the first line of defense for providing access beyond Viewer.
Note: there are no folders for zones! This is primarily because this process relied on consistent subdivisions, but not all programs use zones.
(Rabbit hole: could Zone folders be added? Theoretically, yes. But would you be creating district folders again within the zones? Would some people be permissioned at the zone, while others are permissioned by district? These can be conversations for the future, but we do encourage keeping it simple. One option is using SO for zone content, then using the district folders for the more specific content.)
Level 5: Active for any content that’s active. Records is where things go when a record has been closed. Almost everything has been moved to an Active folder.
Beyond level 5, up to you all. You can use folders for 10 codes, specific topics, etc.

(There exists an O Drive Archive folder alongside what’s shown in Level 1. FSUP/Deputy/UCC access only.)
(No Reference folder, but UCC can make that later if desired.)

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CUI 6100 Personnel

Unit

Non-CUI

CUI

CUI 6100 Subunit

Active

SupvPersFiles

CUI FSUP, DFSUP, or DR

CUI 6100-Personnel

CUI Supervisor 1

CUI Supervisor 2

CUI Supervisor 3

CUI Employee 1

CUI Employee 2

CUI Supervisor 4

CUI Employee 3

CUI Employee 4

CUI Supervisor 2

CUI Employee 1

CUI Employee 2

CUI Supervisor 4

CUI Employee 3

CUI Employee 4

CUI Supervisor 4

CUI Employee 3

CUI Employee 4

Taking a deeper dive into supervisory structure

Note, only FSUP/Deputy/UCCs can see all of this, but this is how it’s built
On the CUI side, diving into 6100, your subunit, Active, and Supervisory Personnel Files, Supervisors will have a folder for each employee that reports to them. They can grant View or Edit permission to employees as they please.

Example: if you are Supervisor 2, you’ll see everything outlined in orange (and brown, for those who are viewing a static version of this presentation). This will mean you see your own 03. CUI Personnel folder in your All Files view. When you open that, you’ll see personnel content pertaining to you, as well as the CUI Personnel folders of all 3 employees that report to you.
If you’re Supervisor 4, you’ll see everything outlined in brown in the same way. Your Personnel folder will be visible in your All Files view, with your personnel content within, alongside your employees’ folders.
If you’re Employee 3, you will only see your own 03. CUI Personnel folder in your All Files view, as you don’t supervise anyone.

This part of the structure will require continual revisions by UCC as staff comes and goes, including detailers.

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Live Demo

00. Get Started
01. your.name Workspace
02. R08 NFsNC
03. CUI R08 NFsNC folder(s) as applicable
Personnel example revisited
Tips

Favorites
Collections
Bookmarks
Searching

Things to point out in demo:

00. Get Started folder – available to all – tons of resources and training content. Quick guides, presentations, videos. Covers permissions, external collaboration, mobile, etc.
01. Workspace – my copy of leave requests, Aglearn certs, things I’ve explored on my own but don’t exactly fit into Forest content as a whole
02. New non-CUI Forest Bookshelf content.

Program, and all file codes within. File codes typically have subunit folders within, then Active/zzRecords.
Project, and subunit folders within

03. CUI as applicable, e.g. if you’re in Heritage, or work with TES, or any personnel folders (yours and/or those who report to you)
03. CUI 6100-Personnel example
How to use Favorites, Collections (similar to bookmarks in a web browser), Bookmarks (existing ones will point to new locations), and Searching
Might want to bookmark common files/locations in advance of this Friday

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Outline

The Big Why

How did we get here and why is it an issue?

Pinyon and Records

What are Pinyon and Records anyway?

The Big Reveal

What will the new system look like?

Next Steps

What do I need to do moving forward?

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Next Steps

	Stay tuned for Office Hours
	Programs will need to do some re-organization of content
	Shift mindsets to keep PII out of non-CUI folders
	Broader awareness of CUI
	Training on record closing process
	All NFsNC staff facilitate restructuring Workspace content

Next Steps:

Stay tuned for a few sessions of Office Hours in the coming weeks to answer questions about where content went, or best practices.
Future reorganizing: we were only able to move things into 100-level codes, and in some cases, there was relevant content in multiple places. In many cases this may start with conversations between SO program staff and district program managers, discussing how you all want content to be organized.
Co-owners will see a “!PII Review” folder. Over time, we’ll need co-owners to look through these folders and reorganize them. These folders contain content that was flagged as likely to contain employee PII, but they may have non-sensitive content that can go back in your non-CUI folders.
The Default permissions that we’ve defined only include NFsNC staff. Any internal collaborators, e.g. regional staff or perhaps other forests, will need to be invited manually by Content Custodians (co-owners).
To use this restructured system properly, stop saving PII in places where other people can see it! Failing to do this will one day lead to CIO saying, “your content is way too unsecure again” and reverting us to a limited-access, need-to-know system – i.e. what we’ve all been struggling with for the last 7 years or so. That will mean all the time we put into this was a total waste. E.g. stop saving blank forms everywhere. Someone will invariably save a completed version there, and then suddenly there’s an SSN available for people to see again.
Learn what content you work with is CUI, even if it’s not employee PII. CUI content includes contracts, individual volunteers or YCC participants, SU, lands, mining rights… All told, there are about 300 different categories of FS CUI.�Get trained on closing eRecords, and start closing records. This can only be done through Pinyon web interface. This involves noting the appropriate file code and other info (update metadata, classify file code and subheading), and then Pinyon will automatically dispose of such content according to retention schedule.
A final big one: Workspace content will eventually need to be restructured. No timeline yet. When we tackle this, all staff will need to go into their Workspaces. Anything that is strictly theirs – personal papers, copies of forms, etc. – can stay, while anything NFsNC-related will need to be moved to a specific repository. We will rinse and repeat our process with archiving, crosswalking, PII search, and integration with the NFsNC Bookshelf. Chances are, this will be a coordinated effort – e.g. District Cleanup Day, for both digital workspaces and physical spaces.

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Best Practices

Only use alpha-numeric characters (A-Z, a-z, 0-9) and hyphens (-)

Keep folder / file names short but meaningful

Use abbreviations strategically

Include 0 when using numbers 1-9

Order file names sensibly to retrieve information

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Resources

Pinyon Users Guide to Restructured Content
Pinyon Users Guide to Moving Workspace Content: for the future
Forest Service Directives: FS Manuals and Handbooks
File Code Lookup: codes, descriptions, CUI, retention period
eRecords Management Training
eRecords Quick Reference Guide: steps to close a record

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Pinyon Resources

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Questions?

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Q&A

When will I use this folder structure?

All NFsNC employees will use these folders to file and store records and non-record materials pertinent to Forest work.

What about Workspaces?

Forest records currently stored in personal workspaces (01. your.name Workspace) will be moved to this structure at a later date.

What if something looks like it could go in multiple file codes?

Check with your supervisor or Records Manager. Consider bookmarks or tags.

What about External Collaboration or Public folders?

External and Public Pinyon folders are not part of the NFsNC Bookshelf and are unaffected by this effort. We recommend using bookmarks.

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More Q&A

What if an employee leaves NFsNC?

Employee’s supervisor can remove employee’s access to their Personnel folder and close it as a Record. They can also remove access from other NFsNC folders.
UCC will remove employee from NFsNC Viewer group.

What if a supervisor leaves NFsNC?

Supervisor’s supervisor should move all employee folders to their own folder.
If an Acting is in place, UCC will make a folder for them, and then employees should be moved to the Acting Supervisor’s folder.

What if a supervisor goes on a detail?

Initially, same as above. When the supervisor returns from the detail, employee folders can be moved back.

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Useful File Codes

1200 Organization	Org charts
1300 Management	Staff Areas, Committees, etc.
CUI 1300 Management / SO	FLT
CUI 1300 Management / RD	DLT
1590 Disaster and Emergency Ops	DART
CUI 1800 Volunteers	Docs re: specific vols, YCC, SCSEP, etc.
1900 Planning	POW, non-project specific NEPA
6200 Office Management / RD	Look for old RD~Staff content here
CUI 6270	FOIA
CUI 6300 Procurement	Contracts
7130 Fleet	Fleet and driver’s license procedures