Last updated on 9/1/2016 Print this page
What is a shared network folder?
Also known as a shared drive, a shared network
folder (hereafter, shared folder) is a storage space used by
departments and typically designed for a specific purpose –
administration or project work, for example.
Why use shared folders?
Unlike a G: or Z: drive, a shared folder can
be accessed by other approved users. This makes it ideal for
collaborative work, though the number of users can be as few as
What can be stored in a shared folder?
Any files can be stored in shared folders. If
you are storing a lot of large documents, particularly videos and
images, we can arrange additional storage space.
How are shared folders named?
Typically, shared folders are named using the
following convention – department – purpose. For example, ICTD –
Service Desk or ICTD – Developments.
Who can approve access?
Each department nominates at least two
authorisers for a shared folder, and this is recorded by the ICT
Service Desk. All access requests must be approved by a
departmental authoriser to ensure that the department itself holds
responsibility for who can access its data.
How do I request access?
To request access to a shared folder, contact
firstname.lastname@example.org with the
folder name and we will advise who the authorisers are.
You’ll need to contact the authorisers to approve your access.
After we have received emailed confirmation, we’ll grant you access
and advise further.
How does access permission work?
The ICT Department grant access to the main
folder. If you had permission to access the main folder ICTD –
Service Desk, for example, you would have access to all its
contents in the folder, including its subfolders – folders within a
main folder are called subfolders.
If you create a subfolder that you feel
shouldn’t be accessible to all the main folders users, you are best
served by requesting a new shared folder. To do this, contact
If you wish to move one subfolder to another –
for example, a subfolder of ICTD – Service Desk to ICTD –
Developments – you must contact email@example.com before trying to do
this. The ICT Department will assist you in this process as there
will be a number of settings that need to be transferred.
Creating or renaming folders
Whilst you can create subfolders in an
existing shared folder, you cannot create main folders yourself. In
addition, you can name and rename subfolders as you require, though
must not rename the main folder without consulting ICTD
first. You would need to contact firstname.lastname@example.org to create or rename a
main shared folder.
Increasing storage space
If the shared folder becomes full, email
email@example.com to request
Recovering files and folders
Shared folders are backed up as part of ICTD
standard procedures. If a subfolder or file is moved or deleted,
you will need to contact firstname.lastname@example.org to restore it and its
permissions to its original location. In order to do this, the ICT
Department need to know whether it was deleted or moved and where
it belongs. If it has been moved, we’ll need to know where it was
moved to. This process can take time due to the nature of the