UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: SLMS Sync and Share –
Welcome Pack for Mac OS X users
1. Document Information
Document Name
IT-for-SLMS-Data-Storage-Welcome-Pack-MacOSX.docx
Service
Sync & Share
Author
Kristina Drew
Contributors
Issue Date
10/09/2013
2. Document History
Version
Date
Summary of change
1.0
15/10/2012 AISC version
1.1
10/09/2013 Rebranded for IT for SLMS
1.2
20/01/2014
Section 4: Use of ‘Desktop@UCL Anywhere’ for remote
working
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 1 of 6
UCL INFORMATION SERVICES DIVISION
IT FOR SLMS
Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 3
4
About the service ................................................................................................. 3
5
How to connect .................................................................................................... 3
6
Individual, group and temporary data storage facilities ........................................ 4
6.1
Your own data storage: ‘your username’ ....................................................... 4
6.1.1
Increasing your quota: ............................................................................ 5
6.2
Shared data storage: group1......................................................................... 5
6.3
Temporary data area: scratch1 ..................................................................... 5
7
How your data is backed up ................................................................................ 6
8
Limitations ........................................................................................................... 6
8.1
9
Person identifiable data: ................................................................................ 6
Further assistance ............................................................................................... 6
9.1
On-going Support .......................................................................................... 6
9.2
On-line: information ....................................................................................... 6
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 2 of 6
UCL INFORMATION SERVICES DIVISION
IT FOR SLMS
3 Introduction
This guide highlights information needed to use SLMS Sync & Share. It covers how
to connect to the service and the data storage facilities available to you.
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 How to connect
Once your computer has started up, logon with your UCL username and click on OK
Type in your UCL account password and click on OK
Open the SLMS-mount application. This will be on your Dock or in the Applications
folder (depending on your preference).
The application icon will look like this:
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 3 of 6
UCL INFORMATION SERVICES DIVISION
IT FOR SLMS
6 Individual, group and temporary data storage facilities
Three types of remote data storage are available:



Your own data storage: ‘your username’ (e.g. rmgzrtp)
Shared data storage: group1
Temporary data storage: scratch1
Once connected, the drives for the above types of data storage will look like this:
Alternatively, the drives may be accessed via Finder as shown below:
6.1 Your own data storage: ‘your username’
As an authorised user of the service, you receive your own data storage area or
‘home directory’ (network drive)

For the storage of UCL generated work and related files – it should not be
used for storage of excessive amounts of personal files (including
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 4 of 6
UCL INFORMATION SERVICES DIVISION





IT FOR SLMS
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 directory is automatically connected for you as part of your mac
login process and will be displayed as a drive on your desktop labelled with
your username. It will also be available in your OSX sidebar inside the
Volumes folder
Displayed a drive called ‘your username’
Your home directory is centrally backed up each night
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: group1
Departments/groups can request shared data storage 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 a drive called ‘group1’.
Within this drive you will be allocated a folder within your Institute or Division
folder, depending on your initial request. You may be able to access multiple
folders depending on your group membership
Your shared data is centrally backed up each night
Requests for new shared folders and requests for changes to existing shared
folders (e.g. adding or removing individuals from a 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 area: scratch1





For temporary storage of non-sensitive material
Available to all authorised users who have logged onto the service
Displayed as the ‘scratch1’ 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
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 5 of 6
UCL INFORMATION SERVICES DIVISION




IT FOR SLMS
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
Should not be used for long term storage of files which should either be
stored on your home directory or in group drive(s) , depending on the nature
of the files (see above)
7 How your data is backed up
Your home directory and any group drives 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 Further assistance
9.1 On-going Support
Please use your usual point of contact for IT support
Contact information is available at: http://www.ucl.ac.uk/isd/itforslms/about/contact
9.2 On-line: information
Visit the IT for SLMS website at
https://www.ucl.ac.uk/isd/itforslms/services/accordian-files/sync-share
itforslms-syncshare-welcome-mac-osx.docx
Confidential
Page 6 of 6