Introduction: Academic Computing and IS have partnered to provide a central Research shared file system that will support storing of files and data from PC, Mac and Unix/Linux computers.  The file share allows researchers, lab managers, staff, research administrators or anyone supporting the education and research community to organize, share and distribute documents within the academic community.  Known as the "Shared Server Project", it consists of a IS centrally administered Microsoft File Server with full client support for both PC and Mac computers found in offices and labs. The server offers a safe, economical and convenient way for academic departments to provide shared files to their faculty and their staff. The service provides enhanced security controlled by Department and Division, access from desktop Macs and PCs to a departmentally (or divisional) oriented, shared file system.  

System Benefits: The Research Server contains secure, organized storage space for individual users in Academic Departments/Divisions/Laboratories.  The shared disk space is already organized into hierarchy with folders named after the Academic Departments or Divisions (e.g.: \Surgery, \Pathology, \Medicine, \Allergy, ...) which they are intended to support.  Users whose computers are part of the ITS domain will find this file share as their R: drive after they login.  All users are also assigned private or personal storage space aligned to the user's login.  This space is private to the user, not shared and requires a formal senior management authorization before IS will allow others access to its contents.  On networked PCs this private folder is mapped as your H: drive as you have login to the ITS domain.  For Mac users it is your login name (plevy$) folder under the HOME or USER folder.

The main shared file structure is organized around the Departmental and Divisional folders (R: drive for PCs and the academic department or division folder name for Mac users).  These shared folders store data for departmental or divisional groups.  Academic Computing and IS will work with department managers and users to extend the design and security structure below the top level of folders (for administrative groups, labs or special projects).  Individual users are allowed and encouraged to store appropriate business-related documents on the server.  The space is allocated per department; therefore, the department containers will be monitored for excessive size and certain file type limitations. Storage of massive amounts of personal files (such as pictures, MP3s or movie files) are prohibited unless associated with BIDMC business. Installation of applications or executable files to the shared server is prohibited.  If your research work utilized these types of files please send a short description of the type of files your research uses, (such as very large TIFF files) and how you would like to manage the storage of these files (e.g.: keep on line for 12 months then archive to tape or DVD; keep on line for 60 days then compress to a suitable archive for long term storage).  Any lab needing more that 200 GB of data storage should contact Academic Computing (617-667-8415) to discuss their needs and how we can arrange for appropriate long term storage needs.

The central file storage is designed to encourage all users to move business documents, lab data, spreadsheets, and databases off local hard drives and onto a centrally available, shared, managed and backed up file server. In addition to easier file sharing, the users begin to lose their dependency on their specific desktop systems, allowing mobile users to always find their files and lessening the impact of a desktop system failure.  A user can simply move to another machine and access all files stored on the central file server. File backup and recovery services are also more cost effective and efficient from a central location. Nightly backup and restore services are provided as part of the project. Sharing of documents between workgroups, divisions within a department, and departments is simply a folder away.  By utilizing the SSLVPN interface, you can even access your files from home or on the road.

BIDMC Network Access: PC and Mac users can utilize the system as part of everyday routine by simply logging into the domain when you first arrive and understanding where centrally stored data is (see server access directions for more information).  

Home Access: The ITS file and email servers maybe accessed from outside BIDMC's network by the use of Metaframe, SSLVPN, or OWA (web based) email (contact the IS Customer Support Desk at 617-754-8080 or ISupport@bidmc.harvard.edu for details and configuration settings. The standard drive mappings of H: and R: can be accessed via the "Outlook Metaframe" or if you have DSL or cable modem access you can utilize the SSLVPN gateway to extend our network to your remote location. By mapping your drives you can access files, email and other BIDMC resources as if you were on-site.

Service Details: The IS centrally administered server system consists of a dedicated server with access to a large central storage network (Academic Computing and IS have agreed to provide research with control storage growth over the next few year up to 10 TB of disk space as needed).  Users looking to add more than 100GB immediately to the server should notify Academic Computing (research@bidmc.harvard.edu or 617-667-8415) first to ensure that the system will expand quickly enough to support the massive transfer of files.

The EMC central storage subsystem is designed to distribute user files across an array of many high speed disk drives which support error checking that will handle a drive failure without effecting systems availability. The shared server is a production IS system that is maintained with the same high service levels of any critical production service within IS.  It is backed up nightly and file restores are available via request to the IS Support Center (617-754-8080 or email: isupport@bidmc.harvard.edu).  Hierarchical storage management system is in place to groom infrequently used files to lower cost media. These files will still appear on your explorer and can be accessed with no special process (opening may be slightly delayed as it is automatically returned from slower storage).

Cost Structure:  The server and shared disk space  is available to anyone in an Academic Department performing research or educational activity support. There is no charge for this service.  However, participation in the Shared Server Project is contingent upon users agreeing to abide by server use guidelines and maintaining a supportable configuration on their PC or Mac desktop   Additional data storage space can be allocated and reserved for very large data generating group by working with IS and covering the cost of the non-standard disk space needed.

Additional users can be added to the shared file system at any time. Users need to complete the BIDMC Account and Access Request Form and fax it to the IS Customer Support Desk. Please be sure to check that you are part of the Research Share and specify which department you should be aligned for shared file storage.  Please see our document for more specific information regarding Accessing the Shared Server.