Faculty and Staff Network Accounts and Network Drive Space

Making the best use of your TRU Network Drive space

Personal Network data space – F:\ drive

All TRU Faculty and Staff are provided with 200 Mb Network drive data space that is backed up each night, thus if a file is accidentally deleted, it can often be recovered. Many of you would like additional space, so in order to try to accommodate this we need everyone to start reviewing the data files they do have.

Important reference documents:

• TRU Information Classification Standard  for data handling

•  Responsible Use of Information Technology Facilities and Services – Section I.1.

Computer IDs, accounts, and other communications facilities are to be used for authorized purposes. Subject to TRU Policy ADM 4-2, Conflict of Interest, limited personal use is acceptable if it does not interfere with use of the facility for its intended purpose and, in the case of employees, if does not interfere with his or her job performance.

In an effort to make sure there is enough space for all, and allow IT Services to be able to run backups that don’t take most of the night; we would like everyone to consider the following:

• Keep your most important work related data files on the Network, not on your local hard drive.
• Music, Video’s, and Photo’s can take up an excessive amount of space and are best kept on a DVD or USB drive. Keep only the ones you use frequently on your network drive.
• Software programs should not be kept on your network drive, as these belong on your computer.·       Every few years, move old files that you no longer access but want to keep for reference from your F: drive to a DVD or USB drive (there are terabyte drives on the market that can accommodate tons of data), so that the data is available if needed. Keep the media in a secure location as this will be the only copy.

Public Network data space – P:\drive

All TRU Faculty and Staff have access to this drive and there is a lot of data that does not have to be there as it is dated or belongs to employees that are no longer at TRU. Please review any old data that belongs to you or someone that you know has left and move them onto a DVD or USB drive. Keep the media in a secure location as this will be the only copy.

Group Network data space – G:\drive

This space is to be used within each Faculty or Organization to share data that is used by a number of employees. Once again, if there are files that are no longer required or belong to a previous staff member, move them onto a DVD or USB drive. Keep the media in a secure location as this will be the only copy.

GroupWise email

It is always difficult to keep up with email, sometimes you even need to schedule some time to organize and get old items deleted, but it is worth doing when you do find the time.

• We do not suggest that you archive email and save it to your Personal F:\drive as you are once again affecting your allocation of network drive data space.  
•  If you want to archive emails, it is best to save them onto a DVD or USB drive, as that will provide you with more space in your mailbox, and still allow you to access that data if required. You will need to make sure that you keep your media secure Keep the media in a secure location as this will be the only copy.

Local Computer hard drive C:\

Data files on your local C:\drive are at risk especially if the hard drive fails, as they may not be recoverable. Do not keep important files on this drive, only files that you can afford to lose in event of a problem.