Network File Configuration Standards

Download the Network File Configurations Standards policy or review the policy below.
 

This document describes the standardized network file configurations and naming conventions established by default and available by request, for both individual and departmental use.

Our network file configuration is as follows:

  • GroupWork (mapped to the S: drive) for use at a group level (Default quota 500 GB)
    • <dept abbreviation> _files
    • <dept abbreviation> _<purpose> (to be implemented by request)
      • Note: use this format for specialized shares with limited access permissions (subset of full department), including “admin” shares 
      • Note: “purpose” should be a brief meaningful indication of the nature of this share; use lower case with no embedded blanks (use underscore as necessary as a separator)
        • For example, IT_searches or IT_budgets
    • GC__<purpose> (to be implemented by request) 
      • Note: use this format for specialized shares that cross department boundaries
      • Note: “purpose” should be a brief meaningful indication of the nature of this share; use lower case with no embedded blanks (use underscore as necessary as a separator)
        • For example, GC_middlestates or GC_print_dropbox
  • R: drive for use when storing highly confidential or very sensitive personally identifiable information (Default quota 500 GB)
    • <dept abbreviation> _<purpose> (to be implemented by request)
      • Note: “purpose” should be a brief meaningful indication of the nature of this share; use lower case with no embedded blanks (use underscore as necessary as a separator)
      • GC_ (to be implemented by request)
        • Note: use this format for specialized shares that cross department boundaries
        • Note: “purpose” should be a brief meaningful indication of the nature of this share; use lower case with no embedded blanks (use underscore as necessary as a separator)
  • We adhere to the following general policies:
    • Such file repositories are maintained on the R-drive.
    • No automatic or default drive mappings exist for the R-drive.
    • No remote access from an off-campus location is enabled for the R-drive.
    • Access from an on-campus location to the R-drive is restricted to individual workstations associated with those individuals who have been designated for access permission by the administrative head of the office owning the data.
    • Access permissions are by default intended to be minimized, and strictly limited to those with defined job responsibilities requiring access to this information.
    • Access permissions are the responsibility of the administrative head of the office owning the data:
      • To assign access permissions as required, but only as fully warranted, and never beyond the span of individuals under the immediate supervision of the administrative head of the office
      • To routinely and regularly monitor access permissions, in order to affirm that no inappropriate access is enabled
      • To remove access permissions in a timely manner whenever appropriate