UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: SLMS Sync & Share –
Welcome pack for legacy equipment
running Windows XP
1. Document Information
Document Name
IT-for-SLMS-Data-Storage-Welcome-Pack-LegacyWindowsXP.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 Rebranded for IT for SLMS
1.2
20/01/2014 Section 4: Use of ‘Desktop@UCL’ 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
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
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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; useful links to online guides are included.
The file store service is designed to be used from connected Windows 7 machines.
However, there may be instances where Windows XP must be used.
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 that ‘Log on to:’ has AD displayed, if not, select AD from the
‘log on to’ drop down menu.)

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
Your Home Drive is centrally backed up each night
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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

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)
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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 Further assistance
9.1 On-going Support

Please use you usual point of contact for IT support
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
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