First some background:
The Community Network support group is a "for fee" service here at
Oregon State University and is limited to staff and faculty desktop
computing needs. Our customers come from academic, administrative, and
support units both on and off campus. We support more than 2000 users
located throughout the state. We have multiple support teams each
supporting a subset of users.
Backup and Restore - As a part of out service we allocate a certain
amount of personal disk space for each user and a certain amount of
shared space for each unit that we support. The data that they place in
either location is backup daily. Backups are maintained for one year.
Prior to switching to Windows 2003 requests to restore a file or folder
was routed from the support team to the server group who would restore
the file or folder and place it in a location accessible to the user.
Once we moved to Windows 2003 we implemented shadow copy services which
enables users to restore any file or folder deleted within the timeframe
covered by shadow copies. This cut restore requests to the server group
Quotas - We are currently using a product called Storage Exec for quota
management. The user's personal space has hard quotas and the
department's share space has soft quotas. Increases to either area are
handled though a contract addendum process that adds additional charges
to the unit's contract. Support team managers monitor departmental
storage limits and contact the department contact if they are exceeding
the limit offering them the opportunity to reduce the space used or
purchase additional space. The team managers can then go into the quota
console and modify the quota if more disk space is purchased.
File Management - This is the responsibility of the unit "owning" the
data. While we don't clean up or manage their file space we will work
with the users if asked and recommend alternatives or provide
information on how to move data to off-line media.
User management/access issues - When a new user comes on service with a
supported unit an account is created along with a personal disk space.
The user account is added to the necessary security groups to allow them
access to their department's data. This is usually coordinated with the
departmental manager that requested the new account created.
We occasionally get cross departmental access requests. This is
carefully coordinated through the departments affected to be sure that
access is given only where desired. Each request is handled on a case
by case basis.
For more information you might want to visit our policy pages at
Technology Support Services
Oregon State University
From: Gary Kelley [mailto:[log in to unmask]]
Sent: Monday, February 06, 2006 10:28 AM
To: [log in to unmask]
Subject: [CIO] Best practice - Central File Storage
If you had to do it again... how would you?
We going to be deploying central file storage for faculty, staff and
students this summer and I have a number of questions that I'm certain
those of you that have been down this road have already encountered. I
am very interested in hearing about the policies and procedures that you
have implemented with regard to: backup and restore, quota's, policies
for a request to increase quotas, file management, user management,
access issues and the like.
Any information that you could provide would be most appreciated.
Gary F. Kelley
Chief Information Systems Officer
376 Hale Street
Beverly, MA 01915
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