IFS Data Owner and Data Project Manager Guidance
- 1 Data Owner Responsibilities
- 2 Data Project Manager Responsibilities
- 3 IFS Cost
- 4 IFS Data Quota
- 5 New Group Drives
- 6 Data Classification Guidelines
- 7 CSCS Group Drive data recovery activities
- 8 Permissions Models - Securing Your Data
- 9 Granting access to IFS data
- 10 Folder level file permission setup
- 11 More information
Data Owner Responsibilities
Administrative oversight of department’s IFS licence
Provide a Purchase Order for IFS costs (after July 2025)
Appoint Data Project Managers for all the drives within the Department IFS licence
Receive email warnings as maximum capacity reached
Extend storage capacity by providing a PO
Annual review of Data Project Manager/s to ensure they are correct.
Ensure that data storage chosen meets data classification requirements per https://help.uis.cam.ac.uk/service/security/data-sec-classes
If also acting as Data Project Manager, the “Data Project Manager Responsibilities” listed below equally apply
Data Project Manager Responsibilities
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 UMD or Assured computers
Annual review of users who have access to data to ensure that it is correct.
Data Owners and Data Project Managers 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 Owner will receive an email with information about paying for the licence and data.
IFS Data Quota
Data storage is purchased on a per TB basis. If your IFS drive gets close to its quota, the drives Data Project Manager will receive an email to that effect. You can instruct your users to do some housekeeping, or increase the space by going to this page https://selfservice.uis.cam.ac.uk/storage/IFS/
New Group Drives
Adding a new group drive can be done via the IFS Self Service portal by the Data Owner, or can be requested via CSCS.
First, check if you have some unallocated space you could use. Go to https://selfservice.uis.cam.ac.uk/storage/IFS/ and click on My Account. You should be able to see if you have any free space. Ideally you would allocate space in chunks of 1TB.
If you don’t have free space, click the Back button and create a quote and pay for the extra space.
Once there is sufficient free space, go to My Account to create a new project. (expand section below)