Revised: December 6, 2010
Section: Operations and Services
Subject: File Services
Policy # : 08-01
Effective: April 21, 2008
To define both the user’s responsibilities and those of Information Systems and Services (ISS) when making use of the College’s file storage services. The file storage service is defined as the “S”, “T” and “P” file spaces. The designations are the letters the file spaces are mapped to in Windows. “S” and “T” are automatically mapped as drives at logon on all college domain users’ computers. “S” is user file space. “T” is a department/school/center collaborative file space. The third type of space is project space “P”. “P” is requested as needed by project groups. “P” can be mapped to any drive letter.
To describe the role of the user in making proper and secure use of their file storage spaces. This applies to the user file space (S drive), the group file space (T drive), and the project file space. The project file space is issued by ISS upon request. Please contact ISS if project file space is needed. You will be asked to complete a Project File Space Request Form (copy available here).
To describe what responsibility ISS has for user data that is housed in the S, T and P spaces.
POLICY APPLIES TO
All personal (not personal property but company issued) computers that are property of the college and used by college faculty, staff, and students are affected. This also applies to all college employees who make use of these systems.
ISS has provided a college-wide file storage service for use by all employees who have college domain accounts. All employees are eligible for a domain account at no cost. To have an account created obtain a Computer Account Application Form from ISS (copy available here). Faculty and staff will automatically get two gigabytes (2GB) of user file space when the account is created. ***There is a two gigabyte quota on all user file spaces***. If you exceed the quota you will see error messages during login. Currently there are no provisions for additional user file space above the 2GB quota. Users must manage their space accordingly.
Graduate students will only receive “S” space upon request. They do not get an S drive automatically upon submission of a Computer Account Application Form. The file storage service provides disk space where you can save any work related file or data set. The space appears on your computer just like a mapped network drive. Protection and safe-keeping of invaluable information are important benefits of the file storage service. All data housed on the server is secure and backed up on a regular basis to tape. If a user experiences a computer failure the information that was stored in their S space can be retrieved and reinstalled by ISS when the computer is repaired. ISS is not responsible for any non-essential files as described below. Non-essential files are defined as files which are of a personal or non-work related nature. Some examples of non-essential files are:
- Music files
- Family photos
- Family videos
- Any file that has no purpose in fulfilling the employee’s job responsibilities for the department, school, or research center they are employed by.
Non-essential files can be very numerous and consume a great deal of space. They would overwhelm your user space in short order. Users must backup their non-essential files and their email files to assure safe keeping in the case of a computer failure. For assistance on this contact ISS.
Files containing social security numbers (SSNs) or credit card information SHOULD NOT BE STORED IN ANY OF THE FILE SPACES. Call us for guidance with these data.
IMPORTANT INFORMATION FOR T DRIVE AND PROJECT SPACE USERS: The very essence of both T drives and project drives is to provide shared file space where a department/school/center or a project or team of researchers can safely store data so that it can be accessed by all members in a controlled manner.
Due to the open nature of these file spaces, and their relaxed file permissions
***ALL FILES PLACED IN THE GROUP FILE SPACE CAN BE VIEWED AND MODIFIED BY EVERYONE IN THAT DEPARTMENT/SCHOOL/CENTER. ALL FILES PLACED IN THE PROJECT FILE SPACE CAN BE VIEWED AND MODIFIED BY ALL MEMBERS OF THE PROJECT***
Access to files in the group space is automatically granted to all users of the department/school/center. The project space requestor determines who has access to the project files when they file the Project File Space Request Form. Access changes can be made at any time by calling ISS. You should refrain from placing any personal or sensitive data in the group and project spaces. Personal and sensitive data should only be stored on your S drive since you are the only one with access to that file space.
Now that “P” space is available we will no longer configure local file sharing for CHHD domain users. This change applies to all desktop computers in the College. The same features users valued with shared drives can now be accomplished in a more secure and controlled manner using “P” space. All users with a need to share files amongst multiple domain users should request a “P” file space allocation as described earlier.
There is a 15 gigabyte (15GB) quota on new group and project file space.
If you need more space after careful consideration of your current use and responsible file pruning, you can purchase space in gigabyte increments for $3 per year. As an example: if you need an additional 10GB it would cost $30 for that year. Next year another $30 payment would be needed to continue with the additional space. Payment is made via an IDCC to ISS.