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Assist incident recovery activities by reviewing data
Identifying data that may belong elsewhere so it can be moved
Adding users to the appropriate security groups as UMD and Assured computers are rolled out so that they can access the data.
Ongoing responsibility for data access - adding and removing users (either via self serve or directing CSCS to do on your behalf)
Ongoing identifying additional security groups that may be required and requesting them from CSCS
Ensuring that data in the drive is stored appropriately (according to data classification policy below)
Responding to alerts if drive is possibly running out of space
Share urgent data that may be required in the short term before drive access restored to all users
Ensuring that data access is provided only to authorised users and those with Assured computers
Annual review of users who have access to data to ensure that it is correct.
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DO and DM have access to a report of all of their managed Group drives and Security groups. They can access it by going to their Halo home portal, select My reports and open the Group drive(s) on the list. |
IFS Cost
IFS is paid for on a per TB basis. 1TB is £150 per year and will be billed to each department. UIS have graciously granted CSCS until July 2025 at no cost to give the School time to move into IFS and iron out any difficulties. When the renewal comes up each data manager will receive an email with information about paying for the licence and data.
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pro - very easy to manage. There is a single group to add people into and they can see all of the data. con - to make sense economically it should contain over 500GB of data as the minimum size is 1TB. If you only put 100 GB of data in it, the department will pay for the full 1TB (£150/y) Moving data to a new IFS Project
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Only people who have a UMD or Assured computer should be given access to IFS data |
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. It is the responsibility of the Data Manger to manage |
For the most part, data managers will use a UIS web page called Toolkit https://toolkit.uis.cam.ac.uk/to add users to the appropriate security groups to be able to access group drive data. This is under construction at this moment. Once available detailed instructions will be providedInstructions how to access are detailed in Step 7 below.
Colleagues who need access to the group drive will also need must have a UMD or Assured computer. If they do a data owner or manager can ask CSCS to grant them access. If they do not, speak , either the Data Manger can grant access, or they can request via the CSCS Service Desk using this request form Clinical School Computing Service User Portal - Group Drive Access. If they do not have a UMD or Assured computer, first check if they have received an audit form from CSCS and have completed. Secondly, have they received an invitation from CSCS to attend the Recovery Clinic. If any of those things have not happened, please contact the CSCS Service Desk and ask them to check where the person is within the process. If it is an urgent matter, please escalate with your Business and Operations Manager about getting them in the queue for a computer.
Procedure:
Each user will determine which group drives they need access to and reach out to the relevant Data Managers.
The list of group drives and data managers is here: https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx (please note that this a spreadsheet hosted on a UIS website. When you click this link it will open up a blank webpage and download the file, putting it in the downloads folder on your computer. If there are any errors, please advise CSCS. The file will be updated if changes are required).
When a user asks for access to a group drive:
Ensure that you have reviewed the group drive’s permissions and it has been implemented by CSCS
Determine whether they should have access (you may need to speak with the Data Owner to confirm, or you may know from previous group drive configuration)
Confirm the user has a UMD or assured device, using this look up tool - https://app.powerbi.com/groups/5c2484bc-b48a-4f87-a789-84945a43bed2/dashboards/16bd20f4-5dee-4f5d-8f39-7ce8adc68a87?ctid=49a50445-bdfa-4b79-ade3-547b4f3986e9&pbi_source=linkShare
Click in either the User Name, User Email or Department field (see below) to do a search.
Type in either the name, CRSID or department name in the appropriate field you are looking for. If the user is not listed, they are not listed, they do not yet have a UMD devicedo not yet have a UMD device.
If you are sure a user has a UMD device but you can’t find them on the list, try just their surname. People often display their initials instead of forename in the directory. Unfortunately you cannot search by CRSID.
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Data for this lookup tool https://app.powerbi.com/groups/me/reports/a9baafd0-4fae-4a53-8d51-026c3384d16f/eb78adb446a7499bc1be?ctid=49a50445-bdfa-4b79-ade3-547b4f3986e9&experience=power-bi is pulled from many data sources, so some information is updated every 2 hours but data on Windows devices is only updated once a day (overnight) which cannot be changed. |
Give the user access to the Drive itself
go to the file https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx
Find the drive
Copy the primary security group name from column KI
go to the Open Toolkit app - https://toolkit.uis.cam.ac.uk/ - and follow instructions in the Expand section below 9.d
Send the user a message with this link https://cscs-itsupport.atlassian.net/wiki/x/A4ATLg to tell them how to view the drive
If you have chosen folder-level security for the drive;
go to the file https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx
Look at the Permissions groups tab in the aforementioned spreadsheet and find the permissions groups
Find the name of the lookup group giving access to the entire group drive <where?>
Note down the group names
Proceed to Toolkit to add the users to the relevant groups (see expanding section immediately following)
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Go to https://toolkit.uis.cam.ac.uk/ and sign in with your University account. ** If you cannot get access, please contact the CSCS Service Desk Select Groups from the left side navigation bar Select Hybrid AD Groups
Ensure that your institution has been selected (see screenshot below). If it has not, click the Select institution drop-down and choose it. If you aren’t sure which institution to choose, see this page Toolkit Institutions for a list.  In the Search (Filter) area type or paste in the name of a group Select the group by clicking on it once Click the Edit button Click Choose users manually Type or paste in the crsid/s you are adding. You can separate them with spaces or commas if there is more than one Click Add to Group button You should see the users added to the group by CRSID and full name. Check that you added the right individual. Once you are satisfied with the result, you can click the X to exit from the edit group dialogue. The UIS guide to managing groups with Toolkit can be found here with more details: https://help.uis.cam.ac.uk/service/accounts-passwords/it-staff/university-central-directory/toolkit/how-use-toolkit/manage-1 |
Folder level file permission setup
If option C1 is chosen you will be advised by CSCS once the new secured folders are set up. Next steps:
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