STANDARD
Effective Date
11/4/2013
Date of Last Revision
11/4/2013
Chapter Name
Information Management
Chapter Number
Title
4.13.S.2
Interdepartmental File Shares
1.0 Purpose
This standard establishes rules governing the use, availability, and rights management of interdepartmental file
shares.
2.0 Governing Policy
Number/Document Name
4.13 Central File Share Use, Availability and Rights Management
Effective Date
9/22/2013
3.0 Standard
Project, Committee or Interdepartmental Shares:
1.
To the extent possible, while maintaining appropriate security and confidentiality, project teams,
committees or other groups needing to share files interdepartmentally, should use the EagleMail
Briefcase during the time that the project or committee is active. However, in situations where the
central file share is required, such requests may be granted.
2.
Requests to create a new interdepartmental share must be submitted by a department head, director or
executive via e-mail to it.helpdesk@emich.edu, and include the following information
a.
b.
c.
d.
e.
An expiration date when the share can be removed. It is the responsibility of the requester to
archive the information contained in the share prior to the requested expiration date. The
expiration date must be within two years of the creation date. For access longer than two
years, an extension request may be submitted for up to two more years.
An alternate approver that can be consulted in case of the requester’s absence. The requester
and the alternate approver can submit change requests to add or remove access to the
interdepartmental share.
A summary description of the business purpose of the interdepartmental share.
An estimate of the amount of storage required.
A list of users and what level of access they require.
3.
Requests to modify an existing interdepartmental share will only be accepted from the original
requester or the additional authorized approver defined by the requester. Should both of those
individuals be unavailable, IT will use the list of “Authorized Approvers” published on the IT web site
to determine which executive could approve changes and determine how to proceed for requests
related to the shares.
4.
Interdepartmental shares requiring significant amounts of storage will receive a cost estimate for
delivering the requested service prior to provisioning.
IT Policy
Form Version 3.0
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4.0 Responsibility for Implementation
The DoIT Director of Network and Systems Services and the Director of Enterprise Support shall have the
responsibility and authority to cause this standard to be implemented and maintained.
5.0 Definitions
Term
Central File Share
6.0 Revision History
Description
First Draft – Jenkins
Approved by CIO
IT Policy
Definition
Storage provisioned from the DoIT central storage array for use as file system
storage. This is often referred to as the “W: Drive” or similar.
Approval Date
06/28/2013
11/4/2013
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