When you use a shared drive to manage and store permanent records, you should consider what documentation, including finding aids or indexes that may be required at the time of transfer. Measures must be put in place to ensure the records have the minimum metadata required in NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records.
Metadata for records maintained in a shared drive must be managed and retrievable. Federal agencies are responsible for managing their records in accordance with NARA statutes including the Federal Records Act (44 U.S.C. Chapters 21, 29, 31,33) and NARA regulations (36 CFR Chapter XII Subchapter B).
NARA Bulletin 2012-02: Guidance on Managing Content on Shared Drives provides general guidance on using shared drives to manage records. The Bulletin addresses records management implications and challenges, agency responsibilities, and benefits of organizing and managing content stored on shared drives.