Data storage and management
IT Services provide secured storage space that can be easily accessed from Graduate Institute workstations (thereafter public workstations) or from one's own computer. Detailled explanations on how to use that space are given below.
Managing data on a public workstations
We recommend that you store your documents on the Graduate Institute fileserver, which is backed up every night.
Every student or Executive Education participant has a 5GB home directory, a personal space available on a fileserver, for secured data storage. On public workstations, the home directory appears as an M: drive, accessible under “Computer<computer_name>”on the Desktop or in the Explorer.
If you want to check your quota, double-click on “Computer<computer_name>”, right-click on the “M:” drive and click on “Properties”.
To prevent performance degradation, make sure your data on M: do not exceed your home quota.
- When the M: drive has less than 2MB free space, a warning message will be displayed at login time;
- if this happens, move files from M: to another device (USB keys/drives, CDs or DVDs).
A roaming profile guarantees that data saved in your user profile will follow you across all public workstations. That allows you to keep your personalized environment from one workstation to another.
Users profile typically contain files stored on the Desktop, in Libraries (Documents, Pictures and Music) and less visible data such as Firefox or IE bookmarks, shortcuts, startup options etc. Your profile is downloaded from the server at log on and uploaded at log off.
In order to keep session opening and closing time reasonable, there is a limit to the profile size. When the profile quota has been reached, a warning icon will appear in the icon tray (lower right corner of the screen). If this happens, you will need to clean up your profile to be able to log off. To do so, move files stored in the “Documents/Pictures/Music” Libraries or on the Desktop to an external device (see Backup below).
Please note that documents stored in your roaming profile, on the Desktop, or in the Documents Library, cannot be accessed remotely.
The C: drive is not a safe place to store data. The whole drive can be erased anytime since public workstations are regularly reinstalled. This will result in the permanent loss of all files stored on the local drive, except those stored in the roaming profile.
The best practise is to never save irreplaceable files on C:
There are several ways to access your home directory data on the fileserver. Please follow the instructions below to access the home directory or M: drive from your own computer.
To access your home directory on the fileserver, connect your laptop to the IHEID_AUTH Wi-Fi network. Access procedure depends on your laptop Operating System.
- Open Explorer
- in the left column, right click on “Computer…” ("Ce PC", in French) and select “Map Network Drive”
- in the “Map Network Drive” window, in the "Drive" dropdown list, choose M: (preferred for consistency with the public workstation standard)
- type \\srv1.ad.iheid.loc\home\<username> in the “Folder” field, replacing < username> with your IHEID IT Login username
- [optional and useful if you often use the M: Drive] check the “Reconnect at logon”
- click on "Finish”
- the login window is displayed: enter the username = iheid\your IHEID IT Login username
- enter the corresponding password and click "OK".
Files stored in your home drive appear now under "Computer" as Home (\\srv1.ad.iheid.loc\Home) (M:).
- Open the "Finder", click on "Go" in the menu and select "Connect to Server";
- in the "Server Address" field, type smb://srv1.ad.iheid.loc/home/<username>, replacing < username> with your IHEID IT Login username;
- [optional] you can add this server to your favorite servers for quicker access by clicking on the "+" after the "Server Address" field;
- click on "Connect", the authentication window opens;
- enter your IHEID IT credentials and click "Connect".
Files stored in your home drive appear now in the Finder.
To disconnect the network drive simply put it in the Trash or click on the eject icon in the Finder.
Remote access to files stored on the Institute fileserver requires a secure, encrypted connection on the Internet.
- Set-up a VPN connection on your computer, according to the Windows or Mac platform;
- Activate the VPN connection;
- Mount your remote Home drive according to your Windows or Mac platform.
At some point, you may want to transfer or archive files from your home directory on the fileserver to your own computer. These operations can be performed as described below:
Backup your data by copying them on optical media like CDs and DVDs or on USB devices. If you need to remove copied data from the fileserver, check your backup contents before deleting those data on the server.
Securiy reminder: Do not endanger your backup data with careless use of USB devices which are prone to virus infection.
IT - Contact email / 262 - MCS - v1.30 / 19.07.2017