The Physics department gets free file storage on A&S's file server, which PhysIT has set up. How can it represent utility to Physics Admin staff?

Departments use file servers to more efficiently store and share files. As compared with emailing files, 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 so it becomes easily available on all staff computers. This is almost immediate, once committed, via AD policy.
- This drive will appear on all Physics staff computers. It can safely be ignored by folks not using the service, but they may appreciate knowing what why it will appear on their computer.
Roger has workd with Greg at A&S to set up the space (started 11/15/13), 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.

January 2015

Make additional changes to the folder names, structure, and permissions.

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.

Invited all staff with current permissions, as well as Mark, Vince, and Jenny. (Per John, no need to have Dorothy or Nick attend.)

Oliver demo to John and Deb on 12/15/14 (Monday), a "next step" from Friday, 11/14/14.

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.

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
AS-PHY-Lecturers		Lecturers

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 (Likely for all Physics staff, including Tech, if they are added. Otherwise, just office staff.) PhysIT's proposed folder name as "Department".	4
Grad	Kacey Acquilano (klb79)	Grad, Management		5
HR and Staffing	Deb Hatfield (dah6)	Business, Management	John's originally proposed folder name was "HR/Staffing".	7
Budget and Finance	Nancy Searles (nbs4), John Miner (jcm8)	Business, 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	(Per John: To be potentially added pending demo Jan 2015, and John's discussion with Vince, Mark, and Jenny.)	10

Physics Dept Admin Share	Top Level Folder (Permissions here)	2nd Level Folder	Folder Access	Sort
\\files.cornell.edu\as\PHY\Admin	Instruction => AS-PHY-OfficeStaff	Undergrad Duplicating Courses	All office staff	1
	Department AS-PHY-Staff or AS-PHY-OfficeStaff		Likely All Staff. (If not, then just Office Staff)	2
	Grad AS-PHY-Grad AS-PHY-Management		Grad, Management	3
	Faculty AS-PHY-Grad AS-PHY-Management		Grad, Management	4
	Business => AS-PHY-Business AS-PHY-Management	HR and Staffing Budget and Finance	Business, Management	5
	Chair AS-PHY-Management		Management	6
	Tech AS-PHY-Tech		Technical	7
	(no folder)		Lecturers	8

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.
1. 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.
1. 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.)

Info from John Miner, to inform this:

Folder name

Primary directory (folder)
owner (NetID)

Full folder access, by
group or individual (NetID)

Notes

FACILITIES

JOHN

MANAGER

JOHN

Q: Is this more a personal folder, not a "shared" folder?

A: Sounds that way. "Users\jcm8"