UWLSTORE File Storage Policy
Departmental and Course Shared File Space
Purpose of UWLSTORE
The file server, called UWLSTORE, is designed primarily as a storage space for the storage of shared work related files and data, and files developed by students in association with coursework. This may include items such as Word documents, Excel spreadsheets, images, or any other critical data that you have created. In general, this does not include executable files with a .exe extension. Shares may be created for units to collaborate on documents and other work related items, or for course related work. (Not intended to be used as a backup repository)
UWLSTORE File Storage Policy – no PII
Do not store Personally Identifiable Information (PII) on UW-L on-line storage. WI Statute 134.98 defines this as first name (or initial) and last name in combination with one or more of the following: SSN, driver’s license number, financial account number, PIN, password, DNA, or biometric data. If you have PII on your computer, it should be stored encrypted as well as encrypted if transmitted across the network. Access to PII needs to be controlled, monitored, and logged.
Copyright: All users must respect the protection provided by copyright, licenses to programs and data, and other applicable laws and treaties.
Examples of copyright violations include: transferring copyrighted software to others, storing copyrighted multimedia or written documents and making illegal text copies.
Illegal Uses: Use of the facilities for illegal purposes is prohibited. Use of the facilities by unauthorized persons is theft and is illegal under existing law. All users must respect the protection provided by copyright, licenses to programs and data, and other applicable laws and treaties.
Who can reserve space on the file share?
We are currently creating two types of file shares on the server:
- Departmental shares
- Course-related shares
Departmental shares can be set up for groups of one or more faculty and staff who have a UWL Eagle domain account (same as your email address). Files in this area are shared among those who have been identified as needing access. The share owner, designated by the department, can grant access to files and folders in the share. The access can be read-only, or read, edit and delete. This access is granted on a person-by-person basis, or to everyone.
Class shares are available to faculty who teach courses where students who have Eagle domain accounts (same as their email address) generate data and require a place to store the data during the course. Space can be assigned to each student by faculty, and read, edit and delete access granted on a per-student basis.
The use of OLFCABINET as personal file storage is discouraged; “U drive” space for all faculty, staff and students is available for this purpose.
How much space is available?
Five gigabytes of space is the default allocation. Written justification must be sent to the CIO, email@example.com, for approval to request an additional five gigabytes. The five gigabyte size (or additional 5GB increment) is applied at the top level share. Additional quotas cannot be applied to subfolders of the share requested.
How do I request space on UWLSTORE?
An online form available at
http://www.uwlax.edu/itssupport/forms/UWLSTORE%20File%20Share%20Request%20Form.pdf requires that a person authorized for charges to an account number fill out, print, sign and return the form to Information Technology Services in 103 Wing Technology Center. The form will require an authorized contact, identification of a share owner who will assign permissions to other individuals, and details of the share name.
How do I access the file server?
The folder owner, identified in the request form, will receive training from Information Technology Services on how to manage and administer the share. The owner will then grant rights to other eagle domain accounts to the share or subfolders and files of the share as necessary. The department requesting the share is wholly responsible for the maintenance and security of the share. Should access be granted to individuals or groups inappropriately, the security of the documents and data may be compromised.
Access to the share may be created by adding a “Network Place” in Windows XP or Windows Vista. A drive letter may also be mapped. The owner of the share will be shown how to map a drive or create a network place for people requiring it. Mac users using OS 10.4.x or greater can access the share under the Finder’s “Go Menu” and then “Connect to Server”. Documentation and assistance is available through the ITS Support Center at 785-8774. Access to the share is available both off and on campus.
What are Information Technology Services Responsibilities
Information Technology Services will provide regular backups of the UWLSTORE based on the schedule outlined below. We will also provide training and support assistance for the management of the share and drive access. We cannot be responsible for day to day maintenance or assignment of access rights, this responsibility rests with the share owner.
Backup and Restoration Procedures
Backups of OLFCABINET (shared file space) will be performed on a daily, weekly and monthly basis. Daily backups will be kept for one week, weekly backups will be kept for one month, monthly backups will be kept for one year. Weekly and monthly backups will be stored off site in a secure location.
If you need a file restored, a request must be emailed to the support center help desk at firstname.lastname@example.org with the file name, including the location (example: its support\shared documents\projects\...), and the last date the file was opened or modified. Restore requests may take up to three business days to complete.
Information Technology Services will perform regular maintenance of the UWLSTORE server included needed security patches and maintenance updates as necessary. If UWLSTORE will be unavailable during a scheduled maintenance time, all owners of UWLSTORE shares will be notified via campus email. It’s then the responsibility of the owner to notify others who access their share.