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 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

Next step, as of Wed, 1/21/14:

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

Actions taken so far

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.

Access folder graphic

Physics Admin Office Files Storage graphic

Access folder matrix

Person:	Office	Instruction	Grad	Chair support	Business	Sorting
Sue	X	X				1
Brad	X	X				2
Rosemary	X	X				3
Kacey	X	X	X			4
Deb	X	X	X	X	X	5
Nancy	X				X	6
John	X	X	X	X	X	7

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 (if not top-level)	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)	2nd Level Folders	Folder Access	Notes	Sort
\\files.cornell.edu\as\PHY\Admin	Instruction => AS-PHY-OfficeStaff	Undergrad and events Duplicating Courses	All office staff		1
	Office AS-PHY-OfficeStaff		All office staff	Not all staff	2
	Grad AS-PHY-Grad AS-PHY-Management		Grad, and Management		3
	Business => AS-PHY-Business AS-PHY-Management	HR and Staffing Budget and Finance	Business, and Management		4
	Chair support AS-PHY-Management		Management		5

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.
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.)

Phase two: Individual's folders

TBD

Info from John Miner, to inform this:

Folder name

Primary directory (folder)
owner (NetID)

Full folder access, by
group or individual (NetID)

Notes

Management

JOHN

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".

To contain, from John's originally proposed folder names, "Facilities".

See also

January 2015

Next step, as of Wed, 1/21/14:

Actions taken so far

Phase one: Shared folders

Access folder graphic

Access folder matrix

X

X

Groups

Possible future groups:

Folders, sub-folders, and their custodian

Possible future folders and their custodian

Folders hierarchy and permissions

Possible future folders hierarchy and permissions

SysAdmin Note:

Phase two: Individual's folders