Information Services Division


S: drive - How it Works & Permissions

The S: drive is part of the central windows file store and enables groups of users to access and share files necessary for their work. Note that only data will be stored on the S: drive, departmental software cannot be stored.

Naming convention of S: drive folders

Each department has a department prefix.  Top level S drive folders are named according to the departmental prefix (DeptPrefix_FolderName) e.g. ISD_FolderName

The folder name (including department prefix) must be no longer than 30 characters.

Folder permissions

Folder permissions control the level of access a user has to the contents of a top level folder and its subfolders.  Permission is granted to top level folders only and is inherited by sub folders.  A Departmental Computer Rep should request access to the top level folder only. Permission cannot be granted directly to sub folders.  If you need to give exclusive access to a current sub folder you will need to first request that the sub folder be converted to a top level folder.

There are two types of Folder permissions:

Read/WriteThe user is able to create subfolders, read, modify or delete any files or subfolders of the top level folder 
Read Only

The folder, sub folders and files can be opened and read.  The user

will be unable to create new files, edit existing files or delete any files or subfolders of the top level folder.

Requesting access to S: drive folders (and other administration requests)

By default new UCL members DO NOT have access to the S drive.  Access must be requested by the Departmental Computer Rep.

The Departmental Computer Rep is responsible for all S drive administration requests including requesting new S drive folders and the granting/revoking of user access to S drive folders. 

A Departmental Computer Rep is required to make S drive Administration requests

via online portal form by carrying out the following:


1. Visit the following web page: ISD/HELP 

2. Select the large blue button entitled Access the ISD IT Services Portal

3. Select Remedyforce Self Service

4. Select Storage

5. Select Shared Drive Administration

6. Select ‘Request Now’ and select the option required from the drop down list.

Options are as follows:

  • Request to create a New shared S: drive
  • Requesting access to a Current S: drive
  • Request to Revoke a member of staff from an S: drive

How staff access S: drive folders once permission is granted

S drive folders may be stored in one or more ‘volumes’.  To see ALL folders, regardless of volume, in the same folder list staff can map to \\ad.ucl.ac.uk\groupfolders

Staff will only see folders to which they have been granted permission.

(If you are not already connected to the UCL network you will first need to connect to the VPN or log on to Desktop @ UCL Anywhere).

Staff can map to \\ad.ucl.ac.uk\groupfolders by carrying out the following.

  1. Open My Computer
  2. Select My Computer or Computer in the list of drives
  3. Right click and select Map network Drive
  4. Select S from the drop down box
  5. Type the path to your S drive as \\ad.ucl.ac.uk\groupfolders 
  6. Tick the Reconnect at logon tick box
  7. Enter your userid as ad\<your userid> and enter your password

As an alternative, details of how to map to specific volumes are available to staff via the following ISD web page:

Staff will be asked to enter their UCL userid.    

Locking mechanisms

The S: drive has file locking mechanisms in place. If a file is already open and in use by a colleague you will receive a read-only version of the file. You will be unable to save to the original file until closed by your colleague but can save a copy of it to the same or alternative location.  This prevents loss of data that can occur when two people try to update the same file simultaneously.