Close
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/Write | The 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. |
Granting access to S: drive folders (and other administration requests)
By default new UCL members DO NOT have access to S: drives. Access must be granted by a share owner.
Share owners can use the S Drive Access Management (SDAM) Tool if they have been onboarded for self-service, or if they have a legacy share then they need to use the following request form.
How to Request a New Shared (S:) Drive at UCL
The S: Drive is a shared storage space on the Filestore@UCL Service. Use the S: Drive to:
- Save departmental files
- Work collaboratively with colleagues, other departments, and students
A Departmental Computer Rep is required to make new S drive requests via MyServices.
To request a new S: drive, follow these steps:
1. Access the Request Form
Go to the request form.
2. Complete the Request Form
- Provide the required information, Name of new share, owners for the new S: drive and the list of users who require access.
- Review the information to ensure it is accurate and complete.
3. Submit the Request
Click the submit button to send the request. Once processed, you will receive a confirmation email
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.
- Open My Computer
- Select My Computer or Computer in the list of drives
- Right click and select Map network Drive
- Select S from the drop down box
- Type the path to your S drive as \\ad.ucl.ac.uk\groupfolders
- Tick the Reconnect at logon tick box
- Enter your userid as ad\<your userid> and enter your password
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.