UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Welcome Pack for Linux
Users
1. Document Information
Document Name
IT-for-SLMS-Data-Storage-Welcome-Pack-Linux.docx
Service
Sync & Share
Author
Kristina Drew
Contributors
Issue Date
11/09/2013
2. Document History
Version
Date
Summary of change
1.0
15/10/2012 AISC version
1.1
11/09/2013 Rebranding for IT for SLMS
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
Description of the service .................................................................................... 3
5.1
Individual, group and temporary data storage facilities ................................. 3
5.2
Your own data storage: home folder ............................................................. 3
5.2.1
Increasing your quota ............................................................................. 3
5.3
Shared data storage: group folder................................................................. 4
5.4
Temporary data area: scratch1 folder ........................................................... 4
6
How your data is backed up ................................................................................ 4
7
Limitations ........................................................................................................... 5
7.1
8
Person identifiable data ................................................................................. 5
Connecting to SLMS Sync & Share data storage ................................................ 5
8.1
Minimum requirements .................................................................................. 5
8.1.1
8.2
9
Connecting to the UCL network from outside the institution ................... 5
Instructions .................................................................................................... 5
8.2.1
Home folder ............................................................................................ 5
8.2.2
Group folder............................................................................................ 7
8.2.3
Scratch folder ......................................................................................... 8
Further assistance ............................................................................................... 9
9.1
On-going support .......................................................................................... 9
9.2
On-line information ........................................................................................ 9
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3 Introduction
This guide highlights information needed to use SLMS Sync & Share.
4 About the Service
SLMS Sync and 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 Description of the service
5.1 Individual, group and temporary data storage facilities
Three types of remote data storage are available:
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Your own data storage: home folder
Shared data storage: group folder(s)
Temporary data storage: scratch1 folder
5.2 Your own data storage: home folder
As an authorised user of the service, you receive your own data storage area or
‘home folder’
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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
Select Places > Home from the menu to access your home folder
Your home directory is centrally backed up each night
5.2.1 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.
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5.3 Shared data storage: group folder
Departments/groups can request shared data storage with the following features:
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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
Select Places > Group from the menu to access your group folder(s)
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.
5.4 Temporary data area: scratch1 folder
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For temporary storage of non-sensitive material
Available to all authorised users who have logged onto the service
Select Places > Scratch1 from the menu to access the scratch1 folder
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 the scratch1 folder; 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 folder’ or ‘shared folder’, depending on the nature of the files
(see above)
6 How your data is backed up
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
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Your home folder and group folder(s) 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
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7 Limitations
7.1 Person identifiable data

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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
8 Connecting to SLMS Sync & Share data storage
8.1 Minimum requirements



You must be on the UCL network
A distribution of Linux no older than 2-3 years old.
GNOME Desktop Environment
8.1.1 Connecting to the UCL network from outside the institution
In order to connect to the UCL network, you need to use the VPN service.
Instructions on how to connect are available at http://www.ucl.ac.uk/isd/common/vpn
8.1.1.1 Limitations
When you are connected to the UCL VPN service, you will be disconnected to all of
your local network resources. You will not be able to access your local network
printers or file shares. This is by design to ensure the security of the UCL network.
8.2 Instructions
8.2.1 Home folder
1. Click on Places, and then Connect to Server
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2. Choose the following options, replacing User Name with your UCL UserID.
3. Click Connect then type in your password. We recommend choosing
Remember password until you logout
A window will open showing the root of the Home1 share, and should contain a
folder with your UserID.
If you do not see any folders listed here, open the ‘Computer’ icon on your
desktop and select Places > Edit Bookmarks from the menu. Highlight the
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Home folder from the Bookmarks list and then edit the end of the Location field
to read “home2”. Then click Close.
Select Places > Home from the menu to access your home folder.
8.2.2 Group folder
1. Click on Places, and then Connect to Server
2. Choose the following options, replacing User Name with your UCL UserID.
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A window will open showing the root of the Group1 share, displaying your
departmental group folders.
Select Places > Group from the menu to access your group folders.
8.2.3 Scratch folder
1. Click on Places, and then Connect to Server
2. Choose the following options, replacing User Name with your UCL UserID.
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A window will open showing the root of the Scratch1 share and a subset of
scratch folders.
Select Places > Scratch from the menu to access the scratch share.
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 SLMS Sync and Share information page at
https://www.ucl.ac.uk/isd/itforslms/services/accordian-files/sync-share
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