SFCC Network Storage Tutorial. Prepared by Information Technology Services (ITS)

Transcription

1 SFCC Network Storage Tutorial Prepared by Information Technology Services (ITS)

2 While you don t need to be a mechanic to operate your car, you do need to have a basic understanding of how your car works. This same understanding is true when working on a network. As a member of the SFCC network, it is important to have a basic understanding of how our network functions, what storage options are available, and how to save and share documents. In this tutorial, you will learn about organizational structure of information at SFCC, how the SFCC links folder is created and what types of documents go where and why. Course Overview

3 In this tutorial, you will learn about the: Organizational structure of information at SFCC as it relates to the organizational structure of Academic and Administrative Divisions Purpose, location and availability of various storage options. Difference between SFCC Links, Division, Department, Campus and Role Shares. Proper storage location for a variety of documents. Learning Objectives

4 At SFCC, there are three primary file servers used to house data for the college. These severs are called: SFCC_Alpha SFCC_Beta, and SFCC_Labs The organizational strategy applied to storing data on these file servers mirrors the college s structure of Divisions, Departments, Academic Programs and Administrative Services. Let s take a look! Data Organization

5 Arts and Humanities (Divison) Music (Department) Fine Arts (Department) Communication (Department) Music (Discipline) Music Fundamentals (Class) Audio Technology (Discipline) To begin our discussion, let s take a look at the Arts and Humanities Division; then compare this organizational structure to the organizational strategy used on the SFCC_Alpha file server for storing and accessing data. As you know, each Division is organized by Department, Discipline and Class. Division Organizational Structure

6 (Campus Share) (Role Share) Arts and Humanities (Divison Share) Department Workstudy (Workstudy Share) Music (Department Share) Fine Arts (Department Share) Communication (Department Share) Music (Discipline Share) Music (Instructor Discipline Share) Audio Recording (Discipline Share) Audio Recording (Instructor Discipline Share) Music Fundamentals (Class Share) Pickup Folder Drop off Folder Temp Folder It was this Division, Department, Discipline and Class structure that was used as the basis for creating our current data organization and access structure called the Division Share Organizational Structure.

7 Division Organizational Structure Division (Share) Organizational Structure As you can see when you compare the Division Organizational Structure with the Division (Share) Organizational Structure, they are remarkable similar. Let s take a closer look at each share within this structure.

8 Located on your desktop is a folder marked SFCC Links. All faculty, staff and enrolled students have an SFCC Links folder located on their desktop. The purpose of this folder is to simplify access to the Campus, Division, Department and Discipline Shares. SFCC Links SFCC Links Folder

9 SFCC Links Folder SFCC Links SFCC_Campus on sfcc_alpha (Campus) Arts and Humanities on sfcc_alpha (Division) Photo and Fine Arts on sfcc_alpha (Role) Music on sfcc_alpha (Dept) Music_Instructors (Discipline) Music (Discipline) When a faculty, staff or student in the Arts and Humanities Division opens their SFCC Links folder, they are presented with set of folder shortcuts. As you can see from the diagram, these shortcuts correspond to the Campus, Division, Department, and if present the Discipline and Role shares in which the staff, faculty or student is a member.

10 SFCC Links Folder SFCC Links SFCC_Campus on sfcc_alpha (Campus) Arts and Humanities on sfcc_alpha (Division) Music on sfcc_alpha (Dept) Music_Instructors (Discipline) Music (Discipline) Campus, Division and Department Shares As an employee of SFCC, you are automatically made a member of the SFCC_Campus Share along with your program s Department and Division Shares

11 SFCC Links Folder SFCC Links SFCC_Campus on sfcc_alpha (Campus) Arts and Humanities on sfcc_alpha (Division) Music on sfcc_alpha (Dept) Music_Instructors (Discipline) Music (Discipline) Campus Share This share is commonly used to share documents within other faculty, staff and administrators at SFCC.

12 SFCC Links Folder SFCC Links SFCC_Campus on sfcc_alpha (Campus) Arts and Humanities on sfcc_alpha (Division) Music on sfcc_alpha (Dept) Music_Instructors (Discipline) Music (Discipline) Division Share This share is commonly used to share documents within a division.

13 SFCC Links Folder SFCC Links SFCC_Campus on sfcc_alpha (Campus) Arts and Humanities on sfcc_alpha (Division) Music on sfcc_alpha (Dept) Music_Instructors (Discipline) Music (Discipline) Department Share This share is commonly used to share documents within a department.

14 _Instructor Discipline Share Instructors in the Music Department can use the Music _Instructor Share to store data files, grade student work, share resources, and exchange and save files common to Music Discipline. All faculty, who are members of the Discipline_Instructor group, can modify and save files to this share. Students are not permitted access to this share. SFCC Links Remember each discipline (Music, Art, History, Biology, Psychology, etc.) has both a Discipline Share and a Discipline_Instructor share associated with their program. Music_Instructors (Discipline) Music (Discipline)

15 Discipline Share If you are an instructor, in addition to having shortcuts in the SFCC-Links folder to the Campus, Division and Department shares, you will also have shortcuts to your department s Discipline Share. The Discipline share is a good, long term storage location for materials that are common to the discipline like tutorials, reference materials and practice exercises. SFCC Links The Discipline Share is a great place to build a library of resources that can be shared with students. Discipline shares are created based upon the discipline in which you teach. Using the Music Program as an example, you can see there are two types of Disciple shares. Music_Instructors (Discipline) Music (Discipline)

16 Discipline Share When students enroll in a Music course, they are automatically made members of the Music group and given read access to the contents of the Music Discipline Share. The Discipline Share can be used by instructors for storing resources that students may need access to from one quarter to the next. SFCC Links All instructors in that discipline have "Modify" access to the Discipline Share. Unlike the Class Shares folder, the Discipline Shares folder is not deleted at the end of the quarter, but survives from quarter to the quarter. Music_Instructors (Discipline) Music (Discipline)

17 The Home Directory servers store the files and folders you save on your Home Directory or L:\ drive. Home Directory Every employee at SFCC has 50 gigs of storage space allocated to them on this server. While the SFCC_Beta server is the primary Home Directory storage location for most users on campus, depending on your division, your Home Directory may be on a different server. When working on campus, you rarely need to know the name of your Home Directory server; but if you work from home with VPN, this is important information. Every employee at SFCC has 50 gigs of storage space allocated to them. At SFCC, your Home Directory is designated by the letter L:\ on a PC or by your Username and a dollar sign (e.g., kathief$) if you are on a Macintosh. Home Directory Home Directory

18 The distinction between your local hard drive and your network Home Directory becomes important as you move between computers on campus; for example, between your office and an electronic classroom. If you save your file to the local hard drive of the computer in your office and move to an electronic classroom, that file will not be available to you. Why? Because that file is stored only on your computer s local hard drive and your computer s local hard drive is not available on the campus network. Home Directory

19 Now, if you save your file to your network Home Directory, then move from your office to an electronic classroom there is no problem. Why? Because when you log into the computer in an electronic classroom, the files you saved to your network Home Directory are available to you immediately. Remember, because your files are on your network Home Directory, they are available from any computer on campus. Home Directory

20 Do you think your files are available on Windows machine if have saved them to your Home Directory while working on a Mac? Yes or No Yes they are. If your office computer is a Mac and the computer in your electronic classroom is a Windows, your files will still be available in your home directory. Home Directory

21 Save all your files into your network Home Directory. The files in your Home Directory are backed up every night. If you accidentally delete a file contained in your network Home Directory, it can be restored from a tape backup. Use folders to organize documents. This will save you both time and frustration. If you don t know how to create a folder, then contact the HelpDesk at HELP (4357) we will assist you in learning this skill. Rarely save files on your Desktop and only for short term. Using your desktop as your primary storage location is a bad habit. Most of the time when you save a new document, the default location for the document is My Documents. This is just another name for your home directory or L:\ drive. Saving here puts the document on your network drive. If you are a Desktop diehard, try this alternate approach. You will find a folder on your Desktop called My Links. Inside this folder, create your own personal links to favorite locations to save files. We suggest this location for personal shortcuts, because IT Services reserves the right to completely empty and repopulate your SFCC Links folder as name changes and other system work requires. Home Directory Tips

22 (Campus Share) (Role Share) Arts and Humanities (Divison Share) Department Workstudy (Workstudy Share) Music (Department Share) Fine Arts (Department Share) Communication (Department Share) Music (Discipline Share) Music (Instructor Discipline Share) Audio Recording (Discipline Share) Audio Recording (Instructor Discipline Share) Music Fundamentals (Class Share) Pickup Folder Drop off Folder Temp Folder Class Share Location Each section of every class has a Share location on the SFCC_Labs server. In this example you are seeing the Class Share for the Music Fundamental class 100, Section AA.

23 Class Share Within each Class share are three folders Pickup, Drop Off and Temp.

24 Within each Class share are three folders Pickup, Drop Off and Temp. Pickup Instructors can use the pickup folder to distribute homework exercises and class assignments. Students are not permitted to change or modify the contents of this folder. Drop Off Students can use the drop off folder to submit homework to their instructor. Students can modify documents submitted to this folder, but they cannot modify or delete the work of other students. Faculty can retrieve files from this folder for evaluation. Temp Students can read and write within this folder so it is a good folder to use for group work. This is a great location for students to save and edit group assignments. Class Share

25 While the Drop-off, Pickup and Temp folders are automatically created for the student based upon enrollment in a class. Faculty shortcuts to Class Shares are manually created by the instructor. See How to Create a Shortcut to a Class Folder at our HelpDesk website. Remember, folder shortcuts are simply small files that point to the original file or drive. So when you double-click on a folder shortcut in your SFCC Links folder, you are opening a folder that resides somewhere else likely on another server. Shortcut Folders

26 (Role Share) If you have a Workstudy student who is assisting you this quarter, please contact the HelpDesk to authorize the student s account as one of your Workstudy users. (Campus Share) Arts and Humanities (Divison Share) Department Workstudy (Workstudy Share) Music (Department Share) Fine Arts (Department Share) Communication (Department Share) Music (Discipline Share) Music (Instructor Discipline Share) Audio Recording (Discipline Share) Audio Recording (Instructor Discipline Share) Music Fundamentals (Class Share) Pickup Folder Drop off Folder Temp Folder Workstudy Share

27 The HelpDesk will need to know your department name along with the student s login name which consists of: <first name><last initial><last four digits of SID> With this information, the student will be authorized to login to a non-lab computer and the student will automatically have a shortcut to the Workstudy Share for your Division or Department placed in their SFCC Links folder. You will, also, want to be sure you (and any colleagues who work with these work study students) are added to the appropriate Workstudy departmental group. For security purposes: Do not put proprietary information in the Workstudy Share folder Do not give your username and password to your Workstudy students. Workstudy Share

28 In addition to the above shares, each student at SFCC is allocated 1 GB of private network storage on the SFCC_Labs server which can be accessed from anywhere on campus. Note: Class Share folders are deleted the day after grades are due. If you, as the instructor, choose to give a student an incomplete, it is your responsibility to copy the student s files to a safe location before Class Shares are deleted. Students are encouraged to back up all their course work to a USB drive regardless of whether or not they are using their network storage. Files deleted after grades are submitted cannot be recovered. Class Share Folders

29 (Role Share) Roles Shares are specialized shares created when there is a need to exchange documents between departments or divisions. (Campus Share) Arts and Humanities (Divison Share) Department Workstudy (Workstudy Share) Music (Department Share) Fine Arts (Department Share) Communication (Department Share) Music (Discipline Share) Music (Instructor Discipline Share) Audio Recording (Discipline Share) Audio Recording (Instructor Discipline Share) Music Fundamentals (Class Share) Pickup Folder Drop off Folder Temp Folder Role Shares

30 Here are some examples of Role Shares currently being used at SFCC: Fine Arts/Photography - For joint planning of a new Fine Arts Photography building Communicator - For share documents among SFCC Communicator staff College Administrators - Common area for college administrators If you are interested in having a Role Share created or would like to request membership in an existing Role Share, please contact the HelpDesk at 4357 (HELP). Role Shares