DoIT Departmental Tech Support - Submitting Requests for Shared Drives

1. Requesting a New Shared Drive

To request a brand-new Shared Drive volume, please submit a support request to the DoIT Help Desk. State clearly that you are requesting a "New Shared Drive Volume."

[!IMPORTANT] All requests will be routed to your department’s Primary Technical Contact for validation before fulfillment.

Required Information for New Requests

Please include the following details in your request to ensure timely processing:

• Departmental Info: Department name and Departmental short name.

• Technical Contacts: Name and email of the designated Technical Contact.

• Storage Requirements: Initial amount of storage requested (e.g., 1 TB).

• Data Classification: Define the data type (Public, Internal, Sensitive, or Restricted).

• Access Groups: * AD Group for Share Permissions: List of users/groups who need visibility.

  • AD Group for IT Admins: Staff requiring "root" access (ideally -ou accounts).

• Billing: Workday Customer Billing ID Number.

• Drive Details: Proposed Share Name (e.g., \\dept.drive.wisc.edu\shared).

2. Requesting Changes to an Existing Drive

If you already have a Shared Drive and need to perform administrative updates, submit a change request for any of the following:

• Creating a new top-level folder.

• Modifying NTFS permissions for specific groups.

• Renaming existing folders.

• Migrating data from an old volume to a new one.

Required Information for Change Requests

• Path Information: The drive letter or UNC path (e.g., \\dept.drive.wisc.edu\shared\finance).

• Business Justification: A brief explanation of why the change is required.

• Access Details: List of NetIDs or the Workday SupOrg that requires access.

• Duration: Specify if the access is permanent or time-bound (include an end date if applicable).

3. Standard Drive Hierarchy Example

For consistency across the university, Shared Drives typically follow this organizational structure:

• Root: dept.drive.wisc.edu

  • Home: User-specific folders.

  • Shared: Department-wide accessible data.

  • Group: Restricted folders for specific teams (e.g., \HR or \Finance).

4. Approval and Vetting Process

To maintain security, all requests undergo a vetting process:

1. Validation: Requests are cross-referenced with Departmental Support leadership or the Primary Technical Contact.

2. Pre-Approval: If you have already obtained approval from the primary technical contact, please attach the email confirmation to your ticket to expedite the process.

Fulfillment: Once approved, the request will be fulfilled and the requestor contacted