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Network File Storage, Backup & Recovery

  1. Overview
  2. P & Q Drive Basics


The main file server for the campus is called Jackson, and it serves primarily as a space for faculty and staff with assigned e-mail accounts to use as centralized storage for work related files and data. Work related files include items such as Word documents, Excel spreadsheets, images, or any other job critical data that is created.

The IT Group encourages faculty and staff to use the space available on the P and Q drives because all files on the server are backed up nightly, which means important data is not lost in the event of a hard drive failure on a personal workstation. Faculty and staff have access to two types of file shares on the server (Jackson):

  • The P Drive is for the storage of personal work-related files. (Click the link to find out more about accessing and using file space available on the P Drive.)
  • The Q Drive is a secure location for the storage and sharing of departmental, committee, or project-related files where access is limited to a specific group of users. (Click the link to find out more about accessing and using space available on the Q Drive.)

P & Q Drive Basics

What kinds of data can be stored on the file server?

Network data storage is intended for critical data access from multiple locations on campus; it is not intended to archive large amounts of non-critical or personal data. If you have files that must retain due to legal or institutional requirements, you should use offline media such as USB flash drives, CD-ROMs, or DVDs.

Data stored on the KSC File Server (Jackson) is used for two purposes: KSC-related work files currently stored in your My Documents folder, departmental files which need to be shared among members of a department, and collaborative areas for special projects and committees.

How much data can I store on the file server?

Faculty and staff members will have access to 1GB of personal data storage on the P drive. Departments can have up to 5GB of group storage space on the Q drive.

Move the contents of your My Documents folder onto the P drive!

Is the file server secure?

Yes. The local network file storage service runs on a server that has been configured and is updated for maximum security, while still being able to provide an efficient and reliable service to the campus. In addition, members of the Enterprise Information Systems team, who maintain the storage services, only access the file server as necessary per their responsibilities. These professional IT staff members are bound by KSC policies and professional ethics to keep all data secure and confidential.

Is my data on the file server backed up?

Yes. Data located on the file server is backed up every night. This is done for the purpose of data recovery in the event of software or hardware failure. Backup also provides recovery in case of accidental deletion or file corruption.

The backup schedule we are currently using is as follows:

  • Daily Incremental: all files which were modified that day will be backed up. Daily backups will be kept for one week.
  • Weekly Full: all files will be backed up. Weekly backups are kept for one month.
  • Monthly Full: all files will be backed up. Monthly backups will be kept for one year.

What's the difference between the Group Drive and Public Folders?

Public Folders are available through Outlook, Outlook Web Access and Entourage, and are a great place to share forms, templates, contacts, tasks, and project calendars. Public Folders contain data that does not change frequently and can be accessed by any Outlook user - i.e. forms, electronic conversations, templates, or one-time announcements. Public Folders can also be accessed using a web browser.

Access to your folders on the Q and P drives is limited to on-campus computers only. The Q drive offers a secure location for document management and editing.

Best Practice for Laptop Users (Offline synchronization)

Laptop users usually take their laptop wherever they go, but the P drive is only accessible from a campus connection. XP users have the option of enabling offline folder synchronization to access/carry important P drive documents to a conference or for telecommuting purposes.

Learn about offline folder synchronization

Can the IT Group recover files accidentally deleted from the P or Q drives?

Yes, but be aware that:

  • We cannot restore data that was created or modified that same day. Backups are performed nightly.
  • We can restore ALL data up to 1 month. We can restore data that existed at the end of a month for up to a year. We will not restore data past 1 year.
  • Restore time is 48 business hours after restore request has been made online.

Please read the Data Recovery Guidelines and fill out a Data Restore Request Form.

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About this Policy

Network File Storage, Backup & Recovery
Ownership: Information Technology
Last Revised: August 14, 2009
Categories: IT
For questions regarding this policy, please contact the policy owner.