What is a Shared Network Drive?
A Shared Network Drive is a common network folder(s) that can be utilized for storing files that need to be viewed/maintained by multiple users. Generally the folder sharing is among users in a particular department or area within a department, but can be extended across departments. A particular user(s) must be designated as "manager" of the folder and is given "access control" rights to the folder. With such rights the manager has the responsibility for maintaining who has access to the folder and to what extent (read-only, write, etc.). Thus, the manager is responsible for providing access to new users and removing access for users who no longer should have access.
How do I establish a Shared Network Drive?
Follow the procedure outlined below in the Employee and Employee’s Supervisor sections of the Shared Network Drive work flow detail.
Shared Network Drive Request Work Flow:
Employee ==> Employee’s Supervisor ==> ITS Support Center ==> ITS Networking ==> ITS Support Center ==> Employee
For an existing Shared Network Drive/Folder, how do I obtain access?
If you know who the manager of the shared network drive/folder is, request access from the manager. The manager will need to:
1) activate your access using the Trustee Rights folder option
2) request that you be given a shared drive mapping to the folder, via email to the ITS Support Center, if you don’t already have a drive mapping for the folder (such as N drive).
If it is unclear whether a manager has been assigned to the folder or who the manager is, contact the Support Center for clarification. If a manager has not been assigned, the supervisor of the department/area will need to identify and request that a particular employee be assigned as manager of the folder, via email to the ITS Support Center. Once the manager has been given appropriate access and trained, you may request access from the manager as indicated above.
Shared Network Drive Request Work Flow Detail
The employee will submit a Shared Network Drive request, via email, to their supervisor, indicating the desire to have an Network Drive created and providing the following information:
1) Reason for request (ex. Registrar needs a common folder to store files accessible by Registrar staff)
2) Name of the folder (ex. Registrar)
3) Folder manager (Name of employee to be assigned as the manager of the folder)
The manager will be given all access to the folder and have rights necessary to control user access to the folder.
After receiving the employee’s Shared Network Drive request email, the employee’s supervisor will approve the request and forward the email to the Support Center at firstname.lastname@example.org .
The Support Center will verify that the email contains all the information necessary to process the request and enter the request information into the call tracking system assigning the ticket to the Networking team and indicating the need for a follow-up with the employee and manager by the Support Center upon completion of the request.
When the Networking team has completed:
1) creating the shared network drive and folder
2) adding mapping of the network drive letter (such as N drive) into the manager and employee’s login scripts
3) granting the manager full access to the folder, including "access control"
Networking will mark the call tracking ticket as complete.
NOTE – When processing drive mapping requests, if the requestor does not match the manager of the folder (the user assigned access control rights) the request should not be processed. It should be returned to the Support Center for further validation.
When the call tracking ticket has been completed, the Support Center will contact the manager to provide information/training related to maintaining access to the shared network drive folder, including granting access to the requesting employee (how/where to find the username in the directory tree/container is a key). The Support Center will also contact the employee to refer them to the manager for access.