Information Services

It is important to name and store your files and emails in a structured format.  MS Windows and Outlook permit you to create a multitude of folders which can be further sub divided into sub-folders.  It is always easier to find files/emails if they are named appropriately and stored in a logical order.

- Give meaningful file names – do not restrict yourself to a few characters
- Do not name files with general names such as meeting.doc
- Create a folder for each logical item you are working on
- Do not be afraid to create several sub-folders

Note: Please be aware that Sharepoint does not like filenames which, exceed 128 characters in length, contain invalid characters such as " # % & * : < > ? \ / { | } ~ etc.  Email the SharePoint Team sharepoint@qub.ac.uk for more information.   

In general, it is a good idea to consider whether your colleagues would be able to find important files if you were unavailable. You can request a training course in File Management.

Departments with shared drives should agree on a structure and naming conventions.

Save Files to Network Drives or SharePoint

Network Drives

Many departments use a program called Novell to provide staff with access to a personal file store (H:\ drive) on a secure Information Services Server.  This space is, in effect, like a drawer in a huge filing cabinet, which is assigned specifically to you.  Access to this space is provided when you logon to Novell using your username and password.  If you have any queries about your Personal H:\ drive, contact the IT Helpdesk. 

In addition, many departments have one or more shared file stores for information which is shared across the department.  These can be assigned any letter e.g. K:\ or J:\ drive.  Ask in your department which shared network drives you need access to and contact the IT Helpdesk to gain access to these drives.

Data on network drives is backed up regularly which means it is possible to restore accidentally deleted or corrupted files.

In addition, if a PC breaks down or a person is for any reason required to use another machine, they will still have access to their files.

SharePoint

SharePoint provides effective document managment and enables collaboration not only between colleagues in an office, but also colleagues across the University.  Non-Queen's staff can also access specific information on a SharePoint site. 

SharePoint is currently being rolled out to all Schools and Directorates within the University.  If you would like to find out more about SharePoint or if you have any questions, email the SharePoint Team at sharepoint@qub.ac.uk           

It is crucial that you backup your data on a regular basis.  How often you back up your data is up to you.  You need to consider the effect of losing all your electronic data from today, from last week or from last month.  Your backup options will depend on your answer.

- If 1 day critical – you must work directly on the server
- If 1 week critical – you must backup working folders weekly
- If 1 month critical – you must backup working folders monthly

To backup your data you can do any of the following:

- Save directly to the server – backup is done for you by Information Services. 
- When appropriate, copy your working folder from your computer to your personal network drive on the server. 
- If you are not connected to a network drive, copy working folders onto a Zip drive, CD-ROM or USB stick.  Keep this back-up in separate building or fireproof safe.  DO NOT rely on floppy disks as they are vulnerable to damage.

Activate the Screen Saver

Lock Workstation when away from Computer

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