| Excerpt |
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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 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 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.
- PhysIT can make this server "drive" appear automatically on Windows computers so it becomes easily available on 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 can safely be ignored by folks not using the service, but they may appreciate knowing why it 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:
...
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.
Graphic: Who can access specific folders
Matrix: Who can access specific folders
| Folders: | |||||
Staff Person: | Office | Instruction | Grad | Chair support | Business |
| Sue | X | X | |||
| Brad | X | X | |||
| Rosemary | X | X | |||
| Kacey | X | X | X | ||
| Deb | X | X | X | X | X |
| Nancy | X | X | |||
| John | X | X | X | X | X |
Implementing the above summaries:
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 |
Possible future groups:
| Primary Dept Group | Secondary group | Sub-group name | NetIDs | Members | Sorting |
|---|---|---|---|---|---|
| AS-PHY-Staff | Technical AS-PHY-Technical | jew16 ml622 ns53 vwk1 | Jenny Wurster Mark Lory-Moran Nick Szabo Vince Kotmel | 1 | |
| AS-PHY-Lecturers | Lecturers | Use at all? | 2 |
Folders, sub-folders, and their custodian
| Folder name | Within folder | Primary folder owner (NetID) | Notes | Sort |
|---|---|---|---|---|
Undergrad and events | Instruction | Sue Sullivan (sfc1) | Access by all office staff To contain, from John's originally proposed folder names, "Colloquia/events" and "Gen. Information". | 1 |
Duplicating | Instruction | Brad Rayle (bgr33, temp) | Access by all office staff | 2 |
Courses | Instruction | Rosemary Barber (rjf2) | Access by all office staff John's originally proposed folder name was "Course mgmt". | 3 |
Office | (top level) | Sue Sullivan (sfc1) | 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 | (top level) | Kacey Acquilano (klb79) | 5 | |
HR and Staffing | Business | Deb Hatfield (dah6) | John's originally proposed folder name was "HR/Staffing". | 6 |
Budget and Finance | Business | Nancy Searles (nbs4), John Miner (jcm8) | John's originally proposed folder name was "Budget/Finance". | 7 |
Chair support | (top level) | Deb Hatfield (dah6) | 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. | 8 |
Possible future folders and their custodian
| Folder name | Within folder (if any) | Primary folder owner (NetID) | Notes | Sort |
|---|---|---|---|---|
Tech | Mark Lory-Moran (ml622)? | Add if it represents any value to Vince, Mark, and/or Jenny. | 1 | |
| Instruct | Who? | Must first present idea to instructors. Add if it represents any value to them. | 2 |
Folders hierarchy and permissions
...
Physics Dept
Group's Share
...
Top Level Folder
(Permissions here)
...
Instruction =>
AS-PHY-OfficeStaff
...
Undergrad and events
Duplicating
Courses
...
Office
AS-PHY-OfficeStaff
...
All office staff
...
Grad
AS-PHY-Grad
AS-PHY-Management
...
Grad, and
Management
...
AS-PHY-Business
AS-PHY-Management
...
HR and Staffing
Budget and Finance
...
Business, and
Management
...
Content moved to documentation page:
...
AS-PHY-Management
...
Possible future folders hierarchy and permissions
Physics Dept Group's Share | Top Level Folder (Permissions here) | 2nd Level Folder | Folder Access | Notes | Sort |
|---|---|---|---|---|---|
| \\files.cornell.edu\as\PHY\Admin | Tech AS-PHY-Tech | Technical, and Management | Placeholder: Any value to them? | 1 | |
Instruct AS-PHY-Instruct | Lecturers, and Management | Create at all? | 2 |
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)
- Groups should have a functional name (please) "Business office", "Instruction", etc.
- All Phy dept sub-groups will be put in a primary Physics Admin / dept group - which is used to apply policies, map drives, apply networked printer queues, allow access to the share, etc.
- A special
- All staff must be in at least one sub-group, and preferably only one - even if the group only contains one person. (To allow access to share, policy’s, etc.)
- Folders which everyone can access do not need finer grained permissions. (Use primary group @ root only)
- Groups may either be nested (HR in Business Office), or multiple groups may be given permission to a folder (Safety, Facilities), as appropriate.
- Where group nesting/ combining is not sufficient, a user may be placed in more than one group.
- Caution is advised with any nesting or combined group access, unintended future rights may result.
- It is desirable to use these same groups for all services, such as Group Policies, FileMaker, Printing, File Sharing, etc.
- Policies can only be applied to accounts which are in the AD Tree cornell.edu\CUinv\NetIDs\Staff\AS\, or are created by AS/ChemIT/Physit (Special admins, guestID's, etc.)
Phase two: Individual's folders
- TBD
Info from John Miner, to inform this:
...
Content moved to documentation page:
...
Management
...
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".
...