For staff documents to be backed up and saved so that it can be restored if there is an emergency, then all the documents need to be saved in one of the four storage areas; Z Drive, Staff Google Drive, Shared Folders, or SharePoint. If not, we are not backing up your documents so if an emergency occurs, they cannot be recovered. Since the Z drive is a hard drive on a server here at the library, we have a limited amount of space that can be used for these documents. With this in mind, we are adding limits to the Z drives. These limits will enable us to make sure we have file storage space for all staff members. Each time you save something to your Z drive, please take a few moments to delete unneeded files. This will help to prevent your Z drive from becoming too large.
Starting Monday, May 3, 2021, if you are close to your limit, you will
receive an email warning message. Please take the time to delete unneeded items
from your Z drive so that you do not run out space.
The three tiers below reflect the storage limit for the different positions.
|
Tier 1 - 30 GB |
Tier 2 - 15 GB |
Tier 3 - 5 GB |
|
Director |
Supervisors |
Support Services |
|
Deputy Director |
IT |
Materials |
|
Programming |
Outreach |
Facilities |
|
Youth Services staff |
Trainer |
CSAs |
|
|
Information Services staff |
In terms of document storage, staff should be using only four storage areas for documents that will be backed up nightly:
-
Z drive
-
Staff Google drive (not personal Google drive) – this does not
count toward your allotment
-
Shared Folders (example V drive for Videos) – this does not count
toward your allotment
-
SharePoint – this does not count toward your allotment
For help with understanding the different options for storing your files, please refer to the IT area on SharePoint under File Management.
If you would like to keep certain files and do not have
space on your Z drive, you can save it on a USB or portable hard drive. Please note that if you lose these devices
(nothing confidential may be kept on these devices) or these devices fail then
these files may not be recoverable so only keep files in this matter if you
would like to have them but it is OK if something happens to them and you have
to recreate the file.
If you have access to other network shares, they do not
count toward this limit.
If you need help cleaning up your Z drive, please submit a help desk ticket.
How do you know how much space your Z drive is currently using? Is it the properties when you right-click on the Z drive?
ReplyDeleteThe Used Space on the Properties tab is not for an individual Z drive but for the hard drive that houses all the Z drives for your branch. So that usage information will not be very helpful to you.
ReplyDeleteUnfortunately, there is not an easy way to view your own used Z drive space right now. When we roll out the quotas next week, we are working on setting up a system that will send warning emails to people who are close to their limit. This email should be able to include usage information about your Z drive, including what size it is, what percentage of your quota you are using, and what your largest files are.
If you would like to know your Z drive size before the new limits are rolled out, please submit a help desk ticket.