UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: SLMS Sync & Share –
Welcome Pack for Windows 7 users
1. Document Information
Document Name
IT-for-SLMS-Data-Storage-Welcome-PackWindows7.docx
Service
Sync & Share
Author
Kristina Drew
Contributors
Issue Date
10/09/2013
2. Document History
Version
Date
Summary of change
1.0
16/01/2013 AISC version
1.1
10/09/2013 IT for SLMS rebranding
1.2
20/01/2014
Section 4: Use of ‘Desktop@UCL Anywhere’ for remote
working
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 3
4
About the Service ................................................................................................ 3
5
Logging on ........................................................................................................... 3
6
Individual, group and temporary data storage facilities ........................................ 4
6.1
Personal data storage: Home Drive .............................................................. 4
6.1.1
Increasing your quota: ............................................................................ 5
6.2
Shared data storage: Group folders .............................................................. 5
6.3
Temporary data storage: ‘scratch1’ ............................................................... 5
6.4
Accessing files when you are not connected to the network ......................... 6
7
How your data is backed up ................................................................................ 6
8
Limitations ........................................................................................................... 6
8.1
9
Patient identifiable data ................................................................................. 6
Adding a printer ................................................................................................... 6
10 Further assistance ............................................................................................... 9
10.1
On-going Support....................................................................................... 9
10.2
On-line information..................................................................................... 9
10.2.1 Software Guides ..................................................................................... 9
10.3
In Person ................................................................................................... 9
10.3.1 Lunchtime lectures ............................................................................... 10
10.3.2 Workshops............................................................................................ 10
10.4
Windows Mobility Centre ......................................................................... 13
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3 Introduction
This guide highlights information needed to use SLMS Sync & Share. It provides
information about how to log onto your computer and data storage facilities available
to you. It includes useful links to online guides and booking information for central
training courses. Windows 7 ‘quick start’ information is included at the end of the
document.
4 About the Service
SLMS Sync & Share comprises 100 terabytes (TB) of backed up central storage
resiliently distributed across the Information System Division’s (ISD) two data centres
– so should one data centre encounter any issues, the other will seamlessly take
over.
The service is available to authorised Windows, Mac and Linux users from local
desktops on the UCL network and offsite via Desktop@UCL Anywhere
(https://www.ucl.ac.uk/isd/itforslms/services/remote-working).
It provides you with your own data storage area for work-related use, shared data
storage for groups/departments and temporary data storage.
5 Logging on

Once your computer has started up you will need to hold down the Ctrl and
Alt keys and then press the Delete key (Ctrl + Alt + Delete) to unlock the
machine (See screenshot below).
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
Enter your UCL username and password.
(Make sure that you see the message ‘Log on to: AD’ message underneath
your password. If this message is not shown you will need to type AD\ before
your username (e.g. AD\ccaaxxx))

Should you find the computer is locked by another user, you can use the
Switch User button to logon without affecting the other user’s session
6 Individual, group and temporary data storage facilities
Three types of remote data storage are available:



Your own data storage : ‘Home Drive’
Shared data storage: ‘Group Folders’
Temporary data storage: ‘scratch1’
6.1 Personal data storage: Home Drive
As an authorised user of the service, you receive your own storage area. This is a
network drive called the ‘Home Drive’ with the following features:





For the storage of UCL generated work and related files – it should not be
used for storage of excessive amounts of personal files (including
photographs) or the storage of any commercial material (e.g. audio files (e.g.
MP3s) or videos)
Should not be used for storing identifiable patient data
An initial allocation (‘quota’) of 50 gigabytes (GB) of storage
Your Home Drive is automatically connected for you when you log on
Displayed as the N: drive on your computer
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Your Home Drive is centrally backed up each night
Some standard Windows 7 folders (e.g. ‘Contacts’, ‘Desktop’, ‘Documents’,
‘Downloads’, ‘Favorites’, ‘Links’, ‘My Videos’, ‘Pictures’) are automatically
made available via your Home Drive and are centrally backed up.
Please note: ‘My Music’ and ‘Saved Games’ folders are not made available
from the Home Drive and they are excluded from the central backups. You
would need to make your own backups of files in these folders.
6.1.1 Increasing your quota:


You will receive an email message if your home directory reaches 90% of
your initial quota.
Should further home directory storage be required, this can be increased to
100GB (any increases beyond this are chargeable) on request via your usual
point of contact for IT support.
6.2 Shared data storage: Group folders
Departments/groups can request shared data storage. This is a network drive called
‘Group Folder’ with the following features:





For the storage of live collaborative, UCL work related data
Should not be used for storing patient identifiable data
Provides 200GB of shared storage disk space
Displayed as the S: drive on your computer
Group folders are centrally backed up each night
Requests for new group folders and requests for changes to existing group folders
(e.g. adding or removing individuals from the shared folder, changes to a user’s
access rights to a folder) should be made via your usual point of contact for IT
support.
6.3 Temporary data storage: ‘scratch1’








For temporary storage of non-sensitive material
Available to all authorised users who have logged onto the service
Displayed as the P: drive on your computer
Can be used for sharing and modifying files with other users outside your
department
Can be used as an alternative to email for moving large files (up to 100GB)
between individuals and computers
By default, everyone logged onto the service will be able to read and modify
files stored in ‘scratch1’; only the creator/owner of the file will have rights to
delete the file
Is not backed up
Files not modified for more than 30 days will be deleted from the scratch1
folder
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Should not be used for long term storage of files which should either be
stored on your Home Drive or in Shared Folder, depending on the nature of
the files (see above)
6.4 Accessing files when you are not connected to the network



A feature of Windows called Sync Centre allows you to keep files and folders
synchronised between your local computer and the files stored on the remote
servers. The files on your local computer are called offline files because you
can access them even when your local computer is not connected to the
network.
Synchronised folders can be identified by the green circle symbol on the
folder icon (as shown)
Note: folders such as ‘My Music’ and ‘Saved Games’ are not synchronised
7 How your data is backed up




Your Home Drive and any Group Folders are centrally backed up each night
All data is backed up to industry best practice standards with file versions
stored for 90 days
Any data stored in the temporary area is not backed up
If you need to request a restore of files, please use your usual point of contact
for IT support
8 Limitations
8.1 Person identifiable data


This service must not be used for the storage of person identifiable data.
If you have a project handling this type of data, please contact the SLMS
Information Governance Advisory Service at: slms.pid@ucl.ac.uk
9 Adding a printer
Once you are logged on, you will have the option of adding a network enabled printer
to use from your PC. Follow these steps if your printer is not available.
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1. Open Internet Explorer (this doesn’t work in Firefox) and type in the following
address http://slmsprint02.ad.ucl.ac.uk/printers in the address bar. A list of
available printers is displayed.
2. Select the appropriate printer for your location
3. Information about the printer is displayed. Click on Connect
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4. You will see the message ‘Do you want to add a printer connection to…’?
Click on Yes to add the printer
5. Verify that the printer has been added and set as your default (shown with
circular green tick box) printer
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10 Further assistance
10.1 On-going Support


Please use you usual point of contact for IT support
Contact information is available at:
http://www.ucl.ac.uk/isd/itforslms/about/contact
10.2 On-line information

Visit https://www.ucl.ac.uk/isd/itforslms/services/accordian-files/syncshare
10.2.1
Software Guides
10.2.1.1
For Windows 7
 See training information at
https://www.ucl.ac.uk/isd/itforslms/services/training-service/aisc-desktoptraining
 Video tutorials
http://www.vtc.com/products/Microsoft-Windows-7-Tutorials.htm
(see ‘Welcome and ‘User Experience’ sections)
To use the full set of VTC videos licensed to UCL use must register for an
account
https://www.ucl.ac.uk/isd/itforslms/help-advice/ittrain-help/ithelp-vtc
10.2.1.2
Office 2010
 http://www.ucl.ac.uk/isd/common/resources/email_calendar/outlook_2010 contains
a range of resources:
 On-line videos (including UCL ISD’s ‘Moving to Outlook 2010’)
 Self-paced learning materials and guides.
10.2.1.3
Outlook 2010
 https://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010
10.3 In Person

UCL Information Services Division provides the following training courses
which are part of a college-wide programme. These can be booked via the
UCL Training Booking System http://www.ucl.ac.uk/isd/staff/training/courses

Moving to Office 2010 (Available as either a lunchtime one-hour
demonstration or a two-hour workshop)
o For those who have previously used an earlier version of Outlook and
who are very familiar with Outlook functionality
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Lunchtime lectures
http://www.ucl.ac.uk/isd/staff/training/courses/schedule-list/isd/common/resources/office_2010
10.3.2
Workshops
http://www.ucl.ac.uk/isd/staff/training/courses/schedule-list/isd/common/resources/office_2010
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10.4 Windows Mobility Centre
For laptops and netbook users it is recommended that you use the Windows Mobility
Centre to manage your desktop.
Use the “Windows logo key
centre.
+X” shortcut keys to access Windows mobility
Note:A BIOS update maybe required on your netbook or laptop to take full
advantage of the windows mobility centre features.
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