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Department Shared Folders

Department shared folders are a great way for staff members within a department to share and collaborate on documents and other files. Work saved in the department shared folder is more secure than that saved to your computer because it is backed up on University servers and is not affected if your computer crashes or is stolen. The files can be accessed from anywhere at any time.

How to Request a New Department Shared Folder

Two people in the department are designated as Authorizers for the shared folder. These people are responsible for giving staff access to the folder and removing access as needed when someone leaves the department.
One authorizer must complete the online request form and submit it to DoIT Windows Admin. You must have a Lotus Notes e-mail account to fill out the form.
DoIT Windows Admin will e-mail the authorizer with all of the necessary information as soon as the folder is created. This will include the location of the folder, the folder name and the access group names.
Client Support or your department computer support technician must install the Active Directory Users and Computers software on both authorizers' computers. This software will be used to maintain the access control groups for the shared folder.
Client Support will provide training to the authorizers.

Using Your Department Shared Folder

In order to access your department shared folder you must be logged into the sunysb.edu domain or must authenticate yourself using your NetID and NetID password. If you are off campus you must go through Stony Brook's Work-at-Home VPN (WAH).

You may have Read Only or Read/Write access to the files in the folder. Read/Write access allows you to create, modify and delete files and subfolders within the department shared folder.

Important Things to Keep in Mind

Servers are monitored by DoIT Windows Admin
Department shared folders should be used to store files for work purposes only. Storage for other file types such as executable files used to install programs, personal music, or photos is not recommended.
Virus-infected files will be deleted.
Resources on the server are limited. Department folders are allocated 1 GB of storage by default.

Please take the time to review the University policies related to department shared folders.

Need Help?

If you are an Authorizer, print this Guide for Department Shared Folder Authorizers.

All department shared folder users should receive a copy of Using Your Department Shared Folder.

Questions? Call Client Support at (631) 632-9800.