Introduction to Dropbox

Policies and Procedures

KINLEY CORPORATION(716) 372 - 4534aLLEGANY, NY

COMPANY CONTACT: JIMMY KINLEY

COPYRIGHT © 2012 KINLEY CORPORATION

Table of Contents

At the end of this handbook you will learn to love Dropbox and wonder why haven’t we switched sooner?

TABLE OF CONTENTS....................................................................................................................................................... 2

WHAT IS DROPBOX?...........................................................................................................................................................3

PURPOSE OF USING DROPBOX........................................................................................................................................3 MOVING FORWARD HOW? OVERALL PURPOSE

GETTING STARTED.............................................................................................................................................................4

ORGANIZATION..................................................................................................................................................................4

SAVING FILES & CREATING FOLERS.............................................................................................................................5 ORGANIZATION COMMUNICATION DATE NAME ACTION

GENERAL GUIDELINES.....................................................................................................................................................6

KINLEY STRUCTURE..........................................................................................................................................................6 NUMBERING SYSTEM

HELPFUL INFORMATION.................................................................................................................................................7

FREQUENTLY ASKED QUESTIONS................................................................................................................................7

USEFUL LINKS......................................................................................................................................................................7

USEFUL CONTACTS............................................................................................................................................................7

AGREEMENT.........................................................................................................................................................................7

FREQUENTLY ASKED QUESTIONS CHART............................................................................................................8-11

CLOSING..............................................................................................................................................................................12

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What is Dropbox?

Purpose of Using DropboxWhat is Dropbox?

• Dropbox is a service that lets you bring all your photos, docs, and videos anywhere you go. This means that any file you save to your Dropbox will automatically save to all your computers, phones and even the Drop-box website.

***Note: You must connect to the internet in order to get synced with your devices.***• Dropbox essentially is a file server that is saved through a Dropbox server instead of the company’s. This

enables your information to be shared amongst those you choose to share it with. It’s just like the company’s current server, but much more advanced, secure, user friendly, available, reliable and efficient.

• Dropbox also makes it easy to share with others; whether it’s within the company, with family, or with clients. Even if you accidentally spill your morning coffee on your laptop, have no fear! You can relax knowing that Dropbox always has you covered, and none of your stuff will ever be lost as long as it is saved in the Dropbox.

• Any file you save to Dropbox also instantly saves to any computer you have Dropbox downloaded on, smart-phones, and the Dropbox website.

• Shared folders allow people to work together on the same projects and documents.• Dropbox protects your files without you needing to think about it. • You can take Dropbox wherever you go with your smartphones. • Each new account starts with 2GB of space.• Every time you invite a new user to Dropbox it adds .25 GB’s to your account. • The 2GB is for your Dropbox at any given time, it does not accumulate.• If you ever lose your computer or the server goes down, all you would need to do is download Dropbox on a

new computer.• Dropbox has enormous potential for the company’s productivity, but in order to take full advantage of this

service we need to be organized and on the same page.• Consistency throughout the company is key.• It is important for everyone to be educated on how to share folders, create files, edit files and understand the

Dropbox benefits and weaknesses.• Overall, less reliability on the server, current more efficient document sharing, better backup capabilities with

bank-encrypted security and easy recovery should anything happen.

Purpose of Using Dropbox

Moving Forward• Increase our Communication• Increase our Checks and Balances• Increase our Paper Trail• Increase our Accuracy• Increase our Efficiency• Increase our Accountability

How?• More cross-training• Better systems for better long-term purposes• Better security and less reliability on one system or one person

Overall purpose• Reducetheriskwhileincreasingourefficiency. 3

Getting started organization

Getting Started___1) Create an account with a user name and password 1. Go to www.dropbox.com 2. Create a user name with @kinleycorp.com e-mail address___2) Download Dropbox onto your computer and smartphone___3) If someone has requested you share an existing folder it will be sent to whatever e-mail they chose to send it to. Click on link in e-mail, login to Dropbox and click ‘accept.’___4a) If you are starting from scratch and want to share a new/existing folder, go to www.dropbox.com and click ‘share a folder’ and type in a folder name and the person’s e-mail address you want to share that folder with. They will be able to see the folder after they accept it through the e-mail that is sent to them. OR___4b) Open your Dropbox folder on your desktop, Right-click on the folder you want to share. This displays a drop-down menu Select Dropbox > Share This Folder... This will send you to the sharing page on the Dropbox website 1. Enter the email addresses of whomever you want to add to your shared folder 2. Add a personal message and click Share folder____5) Sharing a “read-only” link 1. You can also link to files and folders in your Dropbox with a simple click. 2. Friends and colleagues who click the link get a preview of the file in their browser with an option to download it - even if they don’t have a Dropbox of their own. ***Note: If they don’t have Dropbox, then invite them and you’ll get added space (+500MB) to your account!***

Organization___1) Make sure to always COPY or SAVE AS into Dropbox and be careful when you MOVE a file in Dropbox unless that is your intention. ***Note: MOVE will remove the file from its original location.***___2) Once you have saved, or copied a document into Dropbox, a BLUE CIRCLE appears on the file which means it is still uploading. Once the BLUE CIRCLE turns into a GREEN CHECKMARK then the file will be visible to everyone who is shared on that folder. ***Note: If a Red X shows up on that file, it means:*** 1) You aren’t connected to a secure network OR 2) You have run out of space in your account.___3) Get familiar with the company procedure when using Dropbox for company files: ***Note: Please see “Give the file its D.N.A.” below on pg. ___***

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saving files CREATING FOLDERS

Saving Files & Creating Folders

Step 1: OrganizationHAVE A PLAN: Take advantage of a new system and a new fresh start on organizing folders and files. Consistency is Key. The alternative is an unorganized, confusing file system that only creates frustration and inefficiency, and we all know how fun that can be! ***Note: STICK WITH IT: Never leave a wounded folder behind!*** Step 2: Communication – “Give the file its D.N.A.” 1) Dates 1. Include a date if it is a file that will be changed, modified, updated or referenced at a later time period. 2. Separate the numbers of the dates with periods (consistency). 2a. XX.XX.XX (04.27.12) 2) Names 1. Give EVERY file a name. Scans included. 1a. “KINLEYSCAN0000231” is what? 1b. “Bid Master” is an estimate for what job? 1c. “Donkey” is a picture of who? 2. Use your initials if you need to communicate any modifications or updates you made to the file. 2a. EXAMPLE: Created by Jimmy > Chevy Proposal 05.12.12_JPK Modified by Ben at a later date > Chevy Proposal 05.15.12_BH Final copy ready for Action > Chevy Proposal 05.15.12_Final 3) Actions 1. Give EVERY file a home. Rogue Files are our Enemies! UNLESS it requires an action, change or discussion before being filed, make sure it finds a home. 1a. EX: Daily Meeting Notes. Leave a weeks worth of notes “rogue” for everyone to see. At the end of the week, put them in a file “Old Meeting Notes” or “1st Q. Meeting Notes” or just delete them. 2. Communicate with every file added to Dropbox that requires action or needs to be reviewed. Some documents are there reference, but if it is there for others to see and it is out of the regular weekly/daily routine it will require a follow-up or some action related to communication (e-mail, text message, or phone call). **Note: Do yourself a favor, NO ASSUMPTIONS! Don’t assume that they will see your changes or added files. When the file is ready, let the people who need to see it know where it is and what they need to do with it.*** 3. If the file is in a Word or Excel doc remember you can leave comments within that document, but make sure you let someone know: 3a. You are making edits AND 3b. when you are done

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general guidelineskinley structure

General Guidelines

The Numbering structure (see below) is considered to be the MASTER folders for Kinley shared with various people throughout the company. 1) These master folders (00-80) can only be changed or edited by the Admin account (KinleyCorpTX). However, all the Subfolders can be modified by anyone shared within that Master Folder. 2) These folders are to be used for the specific purpose of that Master Folder and for Kinley Documents only. 3) If a modification to the subfolder structure needs to be done, talk it over with the TEAM and come to a conclusion on a final sub-folder structure. This will prevent Rogue Files and confusion/inconsistency between the TEAM. 4) Each Master Folder has an administrator designated for that folder’s organization and communication. 5) The list of each folder’s contents as well as the admin for that folder is saved in the “Community Folder” under 00 – NY + FL ALL.

***Note: 00 All Office: Please see the two documents 00 – All Office - Please see the two documents in the 03 – Community folder. “Company Comment Sheet” will give you a central place to post questions, and “Master Folder Summary” can be used to better understand the use of these folders and who is responsible for which folder.***

This is a sample of the structure and subject to change. 6

helpful information Helpful Information1) Dropbox can be used as a great tool to share information and documents outside of the traditional e-mail. 2) Full or partial job-files can be uploaded to Dropbox so people outside of the office can have all the information they need and they don’t have to be sitting at their desk to access them.3) Dropbox provides a very easy and efficient means of sharing documents, files, photos, etc. to multiple people and in a much more secure way then traditional ‘in-house’ servers.4) You can make live updates to documents and once saved everyone who has access to that file (and internet) can see the new file and make their own changes as well. You never have to save it to another location it can stay directly in the Dropbox folder.

Frequently Asked QuestionsPlease see chart at the end of this booklet. (Pages 8-11)

***Note: If you have other questions that need answering, remember to use the “Comment Sheet” located in the com-munity folder under 00 – NY Office. That way everyone can see the question you have in case it comes up again in the future. Just make sure to let me know after you have posted your question.***

Useful Linkshttps://www.dropbox.com/privacy#security Gives you all the information related to Privacy, Security, Pricing and Policies.https://www.dropbox.com/mobile Gives you details on how to take your Dropbox mobilehttps://www.dropbox.com/tour Fun presentation on all of Dropbox

Useful ContactsDropbox ContactEmail: katherine.brittain@dropbox.comDirect Line: 415-857-6908 ***Note: Because we have a TEAM account we get a personal rep to help us with Dropbox issues. Please have Charlene Rhodes or Jimmy Kinley call her unless it is an absolute emergency.*

I hereby certify that I have read through this introduction to Dropbox and understand the new policies andproceedures. By signing below, I also certify that I will do my best to protect the information within Dropbox related

to Kinley, because it is Kinley Property.

__________________________ _______________________________ _______________ Employee Name Employee Signature Date

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frequently asked questions

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frequently asked questions

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COPYRIGHT © 2012 KINLEY CORPORATION

INTRODUCTION TO DROPBOXPOLICIES AND PROCEDURES

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