How to complete the filestore request form for additional S: drive storage

This page provides guidance on how to complete the S: drive filestore request form for additional storage.

The filestore request form is designed to enable departments to request additional storage for use by their department, or shared storage groups that are associated to them.

The form is only usable by departments as department managed Journal/Finance code details need to be included in the filestore request process. The funds to cover the cost of the requested additional filestore are obtained from the supplied code, after validation.

Note: Individual users are allocated a default amount of filestore storage on joining UCL. Individual users cannot purchase additional filestore storage for their own use directly.

This guide is aimed at...

Staff

Before you start...

Read the background information on requesting additional storage.
Download the filestore request form [xls]

Instructions

The Filestore request form has been designed to indicate the cost of the requested filestore storage at time of completion.

The filestore request form has the following format:

Fig 1. Filestore request form example

The following rules are applied to the form to simplify its completion:

Field

Description

White cells

Text entry cell.

Light grey cells

Drop down list field.

Mid-grey cells

Entries in this section of the request form are automatically populated based on entries made/not made in other parts of the form.

Dark grey cells

Primary header fields.

Bold text

Header of a field that needs to be completed in the request form.

Plain text

Optional field entries in the request form.

Note: Summary details about each field in the Filestore request form can be accessed by ‘hovering’ the mouse pointer over the ‘red’ triangle located in the top right hand corner of the field cell, e.g.

Fig 2. Example of hovering over a cell

The request form is composed of the following fields:

Field name	Data entry format	Description
Department name/Shared storage group name(s) the requested file storage is for	Text entry	Name of the department, or shared storage group(s), owner that is purchasing the additional filestore storage
Requestor	Text entry	Name of the person making the request
Type of Request	Drop down list	Drop down list used to indicate if the request is for a new Central Filestore shared area, or an upgrade request relating to an existing Central Filestore area.
Journal/Finance code	Text entry	Initial component of the Journal/Finance code that will be used to fund the file store storage being purchased
Task	Text entry	The task component of the Journal/Finance code that will be used to fund the file store storage being purchased
Award	Text entry	The award component of the Journal/Finance code that will be used to fund the file store storage being purchased
Requested delivery date	Text entry	Date when the requestor would like the purchased filestore storage to be made available.
Information	Auto populated	Field used to display error messages primarily when an incomplete Journal/Finance code is being provided.
Requested filestore quantity	Number	The amount of additional filestore storage being purchased. This field is used to handled storage entered in GB’s.
Cost	Auto populated	Cost of the filestore storage being purchased. This figure is automatically determined by the figure entered in the Requested filestore quantity field.
Share access method	Drop down list	Identifies the way group members will access the group share. The options are: CIFS (The default and recommended access method. Know to work well with a range of commonly used OS's). Note: Only the most recent version of the Apple OS supports CIFS. NFS (More complex to provision. No Apple OS operates with NFS at this time. If the NFS option is selected, then additional IP/subnet address information will need to be provided as part of the request being submitted. Do not know If this option is selected then additional information from your local IT support staff will be required to complete the provisioning of the purchased Central Filestore storage.
Do you use a local DHCP Service?	Drop down list	Yes/No/Do not know prompt that is used to indicate if a local DHCP service is assigning IP addresses to the devices that will be accessing the Central Filestore. Selecting Yes to this prompt will cause a message for additional information to be supplied in the request being generated. Please provide details of the subnet allocations, IP address lifetime details, identify a technical contact who can discuss the configuration of your local DHCP service further. This information and potential discussion is needed to ensure all relevant devices will be able to access the allocated Central Filestore. If the Do not know option is selected then additional information may need to be obtained from your local IT staff to complete the successful implementation of the purchased storage.
Do you maintain a local firewall?	Drop down list	Yes/No/Do not know prompt that is used to indicate if a local Firewall is located between the devices and the Central Filestore. Such a configuration may cause performance issues. Selecting Yes to this prompt will cause a message for additional information to be supplied in the request being generated. Please include details on the firewall in question and the name of a technical contact who can discuss the configuration of the firewall. This information and potential discussion is needed because certain local firewall configurations can significantly impact access performance to the Central Filestore. If the Do not know option is selected then additional information may need to be obtained from your local IT staff. This is because local firewall configurations may adversely impact the speed at which information on the purchase Central Filestore storage can be accessed, etc.
Details about the requested file store configuration	Text entry	Details of know the purchased filestore storage is to be allocated

All completed filestore request form should be submitted for processing to: filestore@ucl.ac.uk

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