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As of 5/18/16, completed about one year ago, for all practical purposes. |
See also
The below is available mostly for historical purposes
Last know question
Q: What is the measure of success/ completion? Is it reduced need for EZ-Backups?
Topic
The Physics department gets free file storage on A&S's file server, which PhysIT has set up. How can
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this file share server represent utility to Physics Admin staff?
- Departments can use file storage servers (file servers) to more efficiently store, and optionally share, folders and files. As compared
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- to emailing files around, for example.
Notes
- But as with any change in workflow, conventions may need to be discussed and agreed on, and new skills and habits developed.
- When and if it's a "go" per Physics's decision, PhysIT can make this server "drive" appear automatically on Windows computers so it becomes easily available on all staff computers. This is almost immediate, once committed, via Active Directory (AD) policy.
- This"R:\" drive will appear on Windows computer which get the appropriate AD policy applied. The policy is scoped to groups of people, not computers. Initially, the people scoped are all Physics Admin staff and some technical staff (Vince, Mark, and Jenny).
- Note 1: The technical staff group as scoped in PhysIT's AD group includes Nick but he doesn't log into a PhysIT AD computer. Thus, he won't see the "R:" drive on his work computer since that computer is not on CU AD.
- Note 2: Vince logs into a Mac so that won't get the file storage mounted automatically. PhysIT can get it mounted automatically by making a few changes at his computer directly, upon request.
- KEY: The "R:\" drive staff computers. It can safely be ignored by folks not using the service, but they may appreciate knowing what why it will appear has appeared on their computer.
- .
- This"R:\" drive will appear on Windows computer which get the appropriate AD policy applied. The policy is scoped to groups of people, not computers. Initially, the people scoped are all Physics Admin staff and some technical staff (Vince, Mark, and Jenny).
See also
Next steps
May 20, 2015: Oliver met with John and decided on two action steps:
- John would ask Deb to find out what staff thought of the service. Awareness, usage, and if there were any questions.
- John and Oliver would meet and review what more John might like to do regarding his own files, discuss possibilities, advantages, and trade-offs.
- What Oliver had originally called "Phase II", relate to an individual's own work files moved to the file storage service, and those files are not to be shared.
John shared that his staff seem to be using it when they are working on projects together. And when they need to share information for other reasons.. Seems to be in-mind, and growing to be part of the standard operating practice for many staff.
January 2015
Next step, as of Wed, 1/21/14:
Make additional changes to the folder names, structure, and permissions.
Actions taken so far
Deb scheduled a Physics staff mtg week of 1/12/2015 to demo share and have a Q&A. PhysIT's Oliver demo'd, consulted, and answered questions.
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- We looked over structure within John's account after (temporarily) mounting their drive, <//files.cornell.edu/as/phy/admin>.
- Oliver created demo account <as-phy-it-user> and added it to the "Instruction" group so we can see what limited permissions look like logged on with that account.
- Confirm inaccessible folders are visible, but that they prevented access if access not permitted, prompting a dialog box stating as such.
Phase one: Shared folders
Synonyms: Folders == directories.
Conventions used among staff will limit actions not necessarily enforced by the permissions.
Objective: Reduce complexity to reduce mistakes and facilitate debugging, balanced with ensuring security and adequate access.
Groups
| Primary Dept Group | Secondary group | Sub-group name | NetIDs | Members | Sorting |
|---|---|---|---|---|---|
All Physics Staff AS-PHY-Staff | Physics Office Staff AS-PHY-OfficeStaff | Management AS-PHY-Management | jcm8 dah6 | John Miner Deb Hatfield | 1 |
| AS-PHY-Staff | AS-PHY-OfficeStaff | Business AS-PHY-Business | nbs4 | Nancy Searles | 2 |
| AS-PHY-Staff | AS-PHY-OfficeStaff | Grad AS-PHY-Grad | klb79 | Kacey Acquilano | 3 |
| AS-PHY-Staff | AS-PHY-OfficeStaff | Instruction AS-PHY-Instruction | rjf2 sfc1 bgr33 | Rosemary Barber Sue Sullivan Brad Rayle (temp) | 4 |
| AS-PHY-Staff | Technical AS-PHY-Technical | jew16 ml622 ns53 vwk1 | Jenny Wurster Mark Lory-Moran Nick Szabo Vince Kotmel | 5 | |
| AS-PHY-Lecturers | Lecturers | use at all? | 6 |
Folders and permissions
| Folder name | Primary directory (folder) owner(s) (NetID) | Full folder access, by group or individual (NetID) | Notes | Sort |
|---|---|---|---|---|
Undergrad and events | Sue Sullivan (sfc1) | OfficeStaff | Access by all office staff To contain, from John's originally proposed folder names, "Colloquia/events" and "Gen. Information". | 1 |
Duplicating | Brad Rayle (bgr33, temp) | OfficeStaff | Access by all office staff | 2 |
Courses | Rosemary Barber (rjf2) | OfficeStaff | Access by all office staff John's originally proposed folder name was "Course mgmt". | 3 |
Office | Sue Sullivan (sfc1) | OfficeStaff | Access by all office staff Just office staff. Thus, not for Nor for all Physics staff (including Tech). This was not one of John's originally proposed folders. PhysIT's proposed folder name was "Department". | 4 |
Grad | Kacey Acquilano (klb79) | Grad, and Management | 5 | |
HR and Staffing | Deb Hatfield (dah6) | Business, and Management | John's originally proposed folder name was "HR/Staffing". | 7 |
Budget and Finance | Nancy Searles (nbs4), John Miner (jcm8) | Business, and Management | John's originally proposed folder name was "Budget/Finance". | 8 |
Chair support | Deb Hatfield (dah6) | Management | John's originally proposed folder name was "Chair". To contain, from John's originally proposed folder names, "Faculty", which he had noted that Kacey needed occasional access. | 9 |
| Tech | Technical | Placeholder, in case it represents any value to Vince, Mark, and/or Jenny. | 10 |
Folders hierarchy
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Physics Dept
Admin Share
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Top Level Folder
(Permissions here)
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Instruction =>
AS-PHY-OfficeStaff
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Undergrad and events
Duplicating
Courses
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Office
AS-PHY-OfficeStaff
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All office staff
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Grad
AS-PHY-Grad
AS-PHY-Management
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Grad, and
Management
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AS-PHY-Business
AS-PHY-Management
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HR and Staffing
Budget and Finance
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Business, and
Management
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AS-PHY-Management
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Tech
AS-PHY-Tech
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SysAdmin Note:
- Permissions on shared dept folders will be applied only by groups, not ID's (Due in part to the complexity of tracking /adding / removing individual permissions applied to folders, as well as possible file inheritance & permissions settings.)
- Individual ID permissions should only be granted to folders in "Users" folder trees, if used. (Scripting / variables may be preferred)
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- A special
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11/15/14: Roger has worked with Greg at A&S to set up the space, in anticipation that this service will prove of value to Physics. This could have easily been reversed if there had been a "no go" decision, of course.
Phase one: Shared folders
Content moved to documentation page:
Phase two: Individual's folders
- TBD
Info from John Miner, to inform this:
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Management
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Content moved to documentation page:
Q: Is this more a personal folder, not a "shared" folder?
A: Sounds that way. "Users\jcm8"
John's originally proposed folder name was "Manager".
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