FAMILIARIZATION AND USAGE TRAINING FACIL FILE SERVER Introduction and General Use Training

FILE SERVER OVERVIEW This file server will provide a limited amount of remotely accessible, secured and backed up file storage space for some of the large file Use Cases in Facilities Management. This server is also expandable in storage capacity if it is needed at a later date for a minimal incremental cost of extra hard drives. Disclaimer: None of these files will contain any SSN or FERPA information precluding the necessity of storing those files on the alternatively secured severs managed by/for the Information Security Officer.

FACIL HARDWARE Dell PowerEdge R710 2x Intel XEON 2.40 GHz CPU 24 GBs of RAM 2x Giga Network Ports Integrated RAID controller 5 installed hard drives with room for 8 total 3 year Next Day On-Site Hardware warranty repair

COMMON AND USER FOLDERS Each user that is granted access will have a separate user folder that ONLY they have access to. Each organizational group setup ahead of time on the server will have a group folder listed under the Common folder. We have worked with the managing stakeholders with who they and the people they want to have access to their folders on the server do.

FOLDERS AND PERMISSIONS There have been many permission groups added to handle the allocation of resources and restricting access to only the authorized users. (example: RL-SGF-FAC- STORES group has Ruby and the other in it) Each folder has a permissions group assigned and people are added to the group so they can gain access to the folders requested. Glen as Technology Support Specialist, or the Help Desk with an request (in case Glen is out) can Add/Remove users from the permissions groups as needed for position changes amongst personnel.

FACIL BASIC USE You can access the FACIL server a few different ways (or all of them): On your Pc click Start+R (or Windows Key+R) to get the RUN command. Type \\FACIL and click enter to open FACIL.\\FACIL We can setup on each person’s PC a Mapped Network Drive and call it the L: Drive. Click My Computer and double click L: drive to open FACIL. We can open FACIL one time and create a shortcut on your desktop to the server. Off-Campus use is available with the VPN in addition to the one of the above methods.

RECOMMENDATIONS FOR USE Store in progress work files not ready for sharing/review by others in your USERS folder. Also, any files that are for your eyes only can go here. Once these files are ready for sharing or group work they can be moved to respective the COMMON folder area.

RECOMMENDATIONS FOR USE Large collections of photographs in Presentations are optimally stored on external hard drives or the office PC of the person who created/manages the files. These files can be moved to the server as needed but should not be used for long term storage of archive data. There is a designated space for worksite photographs, blueprints and TMA Docs. Personal music should be kept on your office PC. Personal pictures should be kept on your office PC.

QUOTAS We haven’t established any quotas at this time. Optimally we can observe the usage of the server by everyone and how much of the space is claimed in the first few months. If the server fills up completely there are room for extra hard drives that can be used to increase storage space. At that point we should have a better idea how the server is being used and what space requirements we have long term.

QUESTIONS?

HOW DID WE GET HERE? For over a decade the campus wide file storage solution for departmental use has been called Bear1 and it is still active today. Bear1 is shared amongst many departments and limited in how much each department can use. As technology use increased across campus for all departments this also increased the electronic storage requirements of many areas. Departments that tried to augment file storage space of Bear1 with SharePoint found this to be a temporary solution as SharePoint file space was also limited and filled up quickly. SharePoint services were added by Computer Services and spaces were created for some departments. Departments with increased file storage requirements started looking for increased space alternatives. Many use external hard drives attached to their Workstation PC to store larger files but they are not easily shareable for group work. Hard drives FAIL sometimes.

USE CASES Very large blueprint files that are too large to be stored on the current Bear1 common file server. Blueprints being stored on this server will be accessible remotely and securely from a PC workstation, laptop or smart phone with valid BearPass Login Id credentials. This will eliminate the need to print and carry as many blueprints across campus worksites. Storage of the currently printed manuals for the fire panels in each building detailing the location on a blueprint, with actual photographs of the panel and its surrounding to help with ease of identification/location of each panel throughout the campus. Storage of the photographs of work sites/locations as needed for many ongoing jobs across campus. Shared storage space for individual’s work files that would otherwise be stored on local workstation hard drives in non-backed up, non-remotely accessible secured locations.