Network File Shares

Service Description

ITS offers two types of network file shares: departmental network file shares for access by several individuals, or individual network file shares for access by one person. File shares are essentially a folder on the server for secure data storage. They are accessed via the UCOP network from office computers or from laptops using VPN. The servers that house file shares are backed up on a nightly basis

Department Network File Share

All UCOP departments may request network file shares. File shares are a good place to store electronic administrative records that several people need to access, or that must be retained for business reasons. The person requesting the file share must designate which individuals are authorized to access each share. Authorized users are able to upload, download, copy, edit, and delete items in the departmental file shares to which they have access.

This screen shot illustrates how several departmental file shares will appear on a user’s screen. The file shares are located under the heading, Network Drives

How to Access a File Share
Open My Computer and double click on a share drive listed under Network Drives. Use the normal Microsoft Word menus for creating new folders and files in the share. It is recommended that the group of individuals who will be accessing the share discuss and agree upon naming and dating conventions for folders and files so that the documents may be shared productively.

If you want to move or save a file to a shared network drive, simply click on the “Save As” menu, select My Computer, and then save the file to the appropriate file share.

How to Obtain a Departmental File Share
Send an e-mail to TechDesk requesting a file share and providing a nickname that you will use to refer to the share. Generally, the nickname indicates the types of documents stored in the share, such as Personnel Records, Policies, Executive’s Office, etc.

Individual Network File Share
Everyone who has a UCOP computer log-in account has been provided an individual network file share. No one else but the named “owner” has access to this share. It provides a secure location for business documents that do not need to be accessed by colleagues. As shown in the screenshot below, the “P” drive, located under the heading Network Drives, is the dedicated individual network file share.

The individual drive may be used

• To manually makes back up copies of work files (keep in mind that the TechDesk runs a daily backup for all files in My Documents, Favorites, and on the desktop, the C:\documents and settings and subdirectories, and Outlook Personal Folders),
• To store video, audio, and image files, which are not backed up, or
• To centrally store documents so they may be accessed from multiple computers.