3 - File Storage, Backup and Security

All users authenticate to the OUHSC domain for access to file servers.  The system administrator will grant appropriate user access to the server through the OUHSC domain.  Each user has their own secure directory for file storage as well as access to networked printers.  Proper user names and passwords are required for this access.  OUHSC domain passwords expire every 90 days and require the user to change their password at that time.  The user will automatically be notified at least 14 days prior to password expiration.  Passwords must be at least 8 characters in length and must contain a combination of uppercase and lowercase letters, numbers, and special characters such as /!@#$%^&*(+)-~`{}[;’:”]?><.  For more information regarding changing your password.

All files and data should be saved on provided file shares.  Storing all working files on a network server is highly recommended for the following reasons:

• allows management of all folders and files in a single location,
• allows remote access to folders and files through VPN, so you do not have to be in the office to access your data,
• reduces the likelihood of loss of data that would require additional time and/or resources to recreate or restore,
• reduces the likelihood of loss of data that cannot be recreated or restored,
• all files stored on the network servers are backed up multiple times during the day,
• network storage of files enables rapid data recovery in the event of hard drive failure of a desktop computer, file deletion, theft, or tampering,                 

If you have unique data storage requirements, please contact Devin Taylor,
(405) 271-8001, ext. 43412 for assistance.  

Information about mapping network drives is provided in Appendix I.

College servers are mission-critical servers; therefore, they are designed with power and hard drive redundancy to prevent serious failures.  The servers are backed up multiple times during the day.  In the College of Allied Health, a grandfather, father, son backup routine has been implemented such that intra-daily backups are available for one week, consolidated daily backups go back 15 days, consolidated weekly backups go back 3 months and monthly backups go back at least 6 months. It is feasible to retrieve data as far back as two years.  Each backup includes the server operating system and all data.  If a file needs to be recovered from backup, the user should notify, Devin Taylor, (405) 271-8001 ext. 43412) providing file name(s), file location(s), and the last known valid date(s) the files existed.  To assure physical security, backup images are stored on a redundant network attached to storage in multiple data centers.

In addition to following procedures for complex passwords and other security measures already discussed in this manual, users should adhere to the procedures on a daily basis:

Manual logoff or lock - When leaving a computer, server, you must manually logoff or lock the device to prevent unauthorized access to University systems or information.

Automated lock – A 15-minute lock policy for all College computers is automatically applied to all college devices.

Computer printed material that is of a sensitive or confidential nature should be stored in a lockable, secure area such as a locked desk drawer or a locked file cabinet.  If the printed material becomes outdated or otherwise obsolete, it should be destroyed in a manner sufficient to render it illegible.