department shared folders, shares, sharing files Client Support - Department Shared Folders

Department Shared Folders

  • Does the staff in your department have documents that they need to share with each other and collaborate on?
  • Are you concerned about the security of important department files that are now saved on your computer?
  • Would you like to be able to access these department files when you are not in your office?

If so, you may want to consider setting up a department shared folder.

  • Your department shared folder is stored on the server and the files in it will not be affected if your computer crashes or is stolen.
  • All designated staff in the department have access to the files stored in the folder at any time from anywhere.

How to Request a New Department Shared Folder

  • Two people in the department are designated as the Access Controllers for the shared folder. These people are responsible for giving staff access to the folder and removing access as needed when someone leaves the department.
  • One Access Controller must complete the online request form and submit it to DoIT Windows Admin.
  • DoIT Windows Admin will email the Access Controllers with all of the necessary information as soon as the folder is created. This will include the location of the folder, the folder name and the access group names.
  • Client Support or your department computer support technician must install the Active Directory Users and Computers software on both Access Controllers' computers. This software will be used to maintain the access control groups for the shared folder.
  • Client Support must train the Access Controllers.

Click here to access "A Guide for Department Shared Folder Access Controllers" (pdf)

Click here to go to the Department Shared Folder Request Form (to access the form you must have a Lotus Notes account)

Using Your Department Shared Folder

Once the folder is created Access Controllers will notify staff and provide them with information about how to use the folder.

Click here to access "Using Your Department Shared Folder" (pdf)

In order to access the folder you must be logged onto the sunysb.edu domain or must authenticate yourself using your NetID and NetID Password. If you are off campus you must go through Stony Brook's Work at Home VPN (WAH).

You may have Read Only or Read/Write access to the files in the folder. Read/Write access allows you to create, modify and delete files and subfolders within the department shared folder.

Important Things You Should Know

  • Servers are monitored by DoIT Windows Admin.
  • This folder should be used to store files for work purposes only. Storage for other file types like executable files used to install programs, personal music, or photos is not recommended.
  • Virus infected files will be deleted.
  • Resources on the server are limited. Department folders are allocated one gigabyte of storage by default.

Please take a moment to review University's Policies related to this.

Need Help?

Call Client Support at 632-9800.