Faculty & Staff

The Office of Information Technology manages a file server for the School’s full-time faculty and staff. This file server enables users to store essential work-related documents in a safe, secure online environment. Below are instructions for getting a file server account, as well as the usage guidelines and policies with which account holders are required to comply.

Who can have a file server account?

What types of accounts are available?

Are there storage limits?

How do I request a personal account or a shared account on the server?

How long does it take to set up a file server account?

Who can access my personal folder (O drive)?

Who can access my project files (P drive)?

Are the files on the server backed up?

If I accidentally delete a file from the server, can I retrieve it from back-up? How?

Are there any files that are not allowed on the file server?

What happens to accounts (and the files within) when a person leaves the School?

Who can have a file server account?
All full-time faculty and staff can request a file server account.

What types of accounts are available?
The file server holds two types of accounts: A personal folder (O Drive) in which a user can store essential work-related files and documents that are accessible only to them; A shared folder (P Drive) in which project teams or departments can store files or documents that they share.

Are there file storage limits?
Yes. O drives start at 1 GB of space per account. Additional space is available upon request, but the account holder's department must cover the cost.

For shared folders (P drives) each department is allotted a set amount of space based on the number of faculty and staff in that department. The users of shared folders have access to the whole space, but can request an increase if it fills up. Again, the department must cover the cost of the additional space. Additional space for either type of account can be requested online at: http://www.mailmanschool.org/quota/

How do I request a personal account or a shared account on the server?
To request an account, please contact 5-Help. A Mailman School technician will work with you to complete the online account request form for CUIT.

How long does a file server account take to set-up?
Please allow CUIT 5 -7 business days to activate your account.

Who can access my personal folder (O drive)?
Your personal folder is accessible by you via login and password. CUIT’s system administrator also requires access in order to maintain the server. However, it is against our policy for the administrator to open any documents or files in either O or P drives without permission unless it is absolutely unavoidable, such as during a virus attack or other server emergency.

Who can access my project files (P drive)?
P drives are “project drives,” which can be accessed by multiple users. The project leader or account holder is responsible for working with server support to manage who can and cannot access a project folder. If you are an account owner and have a question or need to make a change to a shared account, please contact 5-Help with your request. CUIT’s system administrator also requires access in order to maintain the server.

Are the files on this server backed-up?
Yes. Files are backed-up each night, week, and month. Files are kept for one year before they are deleted.

If I accidentally delete a file from the server, can I retrieve it from back-up? How?
Yes. Provided your file was saved to your O or P drives, you can retrieve it from back-up. Simply call 5-help to make a retrieval request. You will need the date the file was saved, the location of the file, and the file name. Once 5-Help is contacted, files are usually recovered within 2 days.

Are there any files that are not allowed on the file server?
Yes. Space on the file server is limited and costly (the School actually rents the space from CUIT). As a result, O and P drives are for essential work-related files and documents only. Personal music, movies, and pictures are not allowed, and are subject to removal by CUIT. In addition, unencrypted files containing personally identifiable information, such as social security numbers are absolutely forbidden on the Mailman School File Server. Encrypted files must be approved by CUMC CUIT before being stored.

What happens to accounts (and the files within) when a person leaves the School?
The IT team periodically scans the file server for inactive accounts. Accounts that are inactive for 6 mos., such as those owned by users who have left the School, are removed from the server. The files from those accounts are burned onto CD and distributed to the appropriate departmental administrator to handle as they see fit; copies are NOT kept by the IT team.