Introduction to the College's Shared Folder System (Shares)

1. What is a “shared” folder?

A shared folder is a folder created on a server that can be accessible from any number of other computers.

2. How would I use a shared folder?

Any kind of data that is important to your business practices can be stored on our shared folder system. Once all your important data is stored on the shared folder system, you then create, open and edit documents directly off the server.

3. Why would I want to save my documents on the server rather than my own desktop/laptop?

Saving and editing data on your machine rather than the server could endanger your data should your personal system fail. All data stored on the server, however, is backed up nightly and is protected by numerous redundant systems that your desktop/laptop does not have.

In addition, saving data on the server allows you to work easier within a group. This system would virtually eliminate problems transferring files to and from others in your workgroup. Depending on your departmental preferences, your supervisor may elect to have a shared folder for your group as well as individual folders for each employee.

4. Can I access the shared folders from off campus?

Yes. The overwhelming majority of uploads will work without a problem. Transferring files larger than 100MB, however, will probably be too slow to be practical. A VPN connection is required when accessing the shared folder system from off campus. The University provides a free VPN solution for Linux, Macintosh and Windows.

5. What kind of data should NOT be stored on the server?

This is a College-funded resource available to all students, faculty and staff in the College of Communication. Data that is not related to your job should not be stored on this server. A brief listing of data that should not be stored is listed below:

• data (home movies, purchased/downloaded music, pictures, etc)
  This service is for University Business exclusively. All other use is prohibited.
• State or University protected data
  See the Data Classification Guidelines and related information at the Information Security Office's website: http://www.utexas.edu/its/policies/utit.html
• sensitive, identifiable information
  Use your best judgement. If this data were about you, would you want it disclosed without your consent or knowledge?

6. Can I use the shared folder system to automatically backup my desktop/laptop?

Not in the traditional sense of a scheduled automatic backup, but if all your important data is stored on the server, replacing your machine in the event of a failure becomes trivial. Technical Services will replace your machine and re-connect it to the shared folder system.

7. How do I sign up?

Ask your departmental supervisor for approval to setup a shared folder system, then contact Dave Wiginton for setup details.