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The Vault file services

Overview

The Vault file service (also known as centralized file services or workgroup computing) provides the ability to share critical files and directories on shared secure disk space via Windows drive mappings or Macintosh mounted volumes (not Web accessible). 

There are three main functions of this service:

• Access: Allows access to data from multiple locations on-campus and off-campus. Off-campus users must connect via VPN.
• Backup: Files, directories, and sub-directories are backed up, allowing the ability to restore recently deleted files.
• Security: Only clients in the access control list have access to the data.

As a first step in determining your file storage needs, please consult with your local IT support contact.

Why use the Vault file services?

Here are some key reasons why users should use a centralized file storage facility:

• Allows one person to access files from multiple locations on-campus, or multiple people to share files with each other. 
• The Vault can be accessed from any Windows or Macintosh computer on-campus. Clients can access the same file space from locations off-campus when VPN is enabled.
• The Vault is secure. Access to data stored on a share can be restricted by a person or group, allowing some people to have read-only permission and others full control to edit and delete.
• Computers can be stolen and hard drives can crash. The Vault file service architecture is located in a protected data center, using a more robust storage architecture then a typical laptop or desktop computer.
• Files/information can be deleted in error. The Vault file service is backed up and clients can request restore of recently deleted files.
• Viruses can erase or damage data – The Vault file service is protected by robust virus checking.

Vault file services tips

These are general tips for using centralized file services. These tips can help you use the service more efficiently.

Using the Vault from off-campus

You can attach to your centralized file share from any off-campus location. The file service is secure, your computer must appear to be on the campus network in order to access files. Setup a VPN connection and follow the same procedure to access your centralized file server share space as you would when you are on-campus.

Setup and audit those who need access

Even if you think you are the only person who may need access to the data you are storing, think again. If you are out of the office or unavailable in an emergency, is there someone in your office who may need access to those files? If so, set this up in advance, so they are familiar with the location and can find the files when needed. Each year, ITS will send the owner of the shared space a list of people who have access to it. Take the time to read through the list, remove names who no longer need access and add those who do.

Data files only

Centralized file service is optimized and intended for data file storage only. We do not recommend using this service to host any applications, or play back any streaming audio/video files.

Organize your data

Take the time to organize your data when storing it in a central location. Create folders for topics or projects. Label departmental letterhead and other templates clearly. If you have many sets of similar data, use folders named as dates or with data set information to keep them clearly organized.

Never give out your ID or password

Don’t be tempted to give out your ID and password to others to access this service. The Vault uses the same ID and password as your NETID. If you give this information to someone, you are also giving them the access to see highly confidential information, such as the view of your W-2 form, and other benefits information.

Eligibility

Faculty, staff, and postdoctoral fellows who are located in areas that are accessible to the Ethernet network and have a Macintosh or PC-compatible computer that meet ITS standards are eligible.

Support

You do not need special software to access the centralized file service. The proposed changes in centralized file service will allow for well managed growth of the system for both the near and long term. As changes and new charging rates go into effect, they will be published on the ITS rates page.

If you have any questions, contact the Help Desk at 432-9000 or email helpdesk@yale.edu or your local support person.

Cost

Visit the ITS rates page for rate information.

Order or change service

• START (Central campus)
• Computing Request Form (Medical campus)

Vault file service policies

Service Level Agreement

The Centralized file service includes:

• Centralized file service “share”, which is networked file space that you can attach to temporarily or persistently though Windows (via mapped drives) or Macintosh (via mounted volumes).
• Centralized file service “share” will be backed-up.  You can request a restore of recently deleted data of a specific file if need be though the ITS Help Desk.
• Access control modifications as needed.

Account retention

It is deemed that if an individual (primary account owner) subscribes to a centralized file server share, and more than one individual has access to it, if no explicit action was taken by the primary account holder upon their departure, ITS will contact the business office and determine if the ownership should be transferred. 

Persons leaving the University

The process described above will also be implemented in the case of a person whose role at the University is terminated in the HR records. In this case, if the primary account owner is the only person on the access list, the account will be locked 14 days after the notification and then deleted after the mandatory period of 90 days.

Note:
This service generally limits clients to 10GB of data. The service is not intended for the storage and retrieval of very large images and data streams, or files used in a high capacity manner. If a shared space has sufficiently high use (in terms of bandwidth, file access and total capacity) such that it impedes the overall performance of the service, ITS may recommend a centrally managed file server as a suitable replacement.