I have been tasked with administering a process here at work that is a little out of my league.
We currently have access to two network drives, the S drive and the V drive. S drive is 18.1 terabytes. V drive is 1 terabyte. I have no idea how these drives are physically laid out or set up. Our IT staff does a great job backing these up and all of that stuff. Our V drive is the working drive. That is, people use it for their daily work on client projects. We often run out of space on this drive. The S drive is our archive drive. We have to keep all of our electronic files for a really long time (legal reasons). Once a project is 'done', it should be moved to the S drive, but I am the only one with write-access to this drive. We don't allow everybody to move files back and forth between the two drives because we run the risk of deleting stuff from the S drive that we are supposed to keep.
Here is what currently happens:
People are supposed to tell me which projects to archive when they are done with those projects. Then, I have to manually move those to the S drive. The problem is that most of the time, parts of the projects have already been archived while others haven't. Sometimes, people need to "un-arhive" parts of certain projects, etc. So for each project, I have to be really careful about overwriting things and the whole process is very manual. To top it off, I cannot get people to tell me when they are done with projects, so it always comes down to "Holy Shit, there are only 20 GBs left on the drive and I have to run all this shit that will take up more space than that. Fix it now!"
I am a total admin noob, so I am not sure how to improve this situation, and I am not really sure what the "name" of this problem is, so I have had a hard time googling. Can you recommend any tools or processes to help?