For Staff> File Storage> Migrating to File Service

Migrating to the UNSW File Service

About the file migration process to the UNSW File Service

The UNSW File Service is a centralised file storage service accessible to staff and postgraduate research students at UNSW. The file migration process involves transferring existing data (including permissions and account settings) from local file servers to the central UNSW File Service.

Why are we moving to the UNSW File Service?
The UNSW File Service will deliver a highly reliable and secure system, providing anytime, anywhere access and leveraging the scale of the university to make cost savings.

When and how will the migration of our departments files take place?
Make sure you are reviewing the emails leading up to the change date as there is lots of information relating to your specific change process. Check with your local IT support team during this time for more information.

Accessing your files after the migration

Which Username and Password do I use to access the File Service?
Use your z staff number and zPass password to access the file service.

Accessing your department’s shared folders from on campus

Windows
If your Windows PC has automatically mapped to the UNSW File Service you will see your files inside the [J:] or [I:] drives in My Computer. In most cases you will find your school or department’s shared folders inside the [I:] drive. Your work unit’s shared files will be found inside the [J:] drive.

If this has not occurred automatically, you can map these drives manually by following these instructions: Accessing File Service Shared Folders.

Mac
Full access to the File Service for Macs is limited to SOE Macs only at the present time. For more information refer to File Service Access for Mac Users.

Accessing your department’s shared folders from off campus

For Windows users, refer to File Service Remote Access for Windows Users.

Mac users can only access files off campus via a web browser (download but not upload). Refer to File Service Access for Mac Users.

Locating files and folders in the new file service

Where are the folders and shares located in the new file service?
During the transition to the new service some changes are made to the folder and share structures that may have been in place prior. You should look through from the higher level OneUNSW folder to locate the new structure for your folders.

Issues you may encounter

When I log into the file service I cannot see some or all of the folders I used to access
The following are possible reasons why the old files seemed to be missing:
1. Data not copied. 2. Archive failure. 3. Data has been moved somewhere else. 4. Data has been deleted by another user.

You should contact your local IT support, or the 'floor walkers' on the first day of the transition or contact the IT Service Centre for assistance.

Other people can access my private data. How do I move it to a private location?
Move the data to a more secure folder or share. For Windows users, move the files to your home drive [H:] in the first instance and contact your local IT Support or the IT Service Centre. For Mac users move the files to your Home or User directory.



Other people in my department can see more folders than I can
You will only see the folders for which you have appropriate access rights to. If you need to access additional folders, use the form Access an Existing Shared Folder.

Can I access the UNSW File Service from home?
See 'Accessing your department's shared folders from off campus' above.

Windows users

Why have my mapped drive letters changed?
We have standardised the drive letters and directory structures across the university, assisting in maintenance and troubleshooting. You will have [H:] drive for your personal data, [I:] drive for your divisional/faculty data and a [J:] drive for your departmental data (which can be found deeper in the directory structures of your [I:] drive)

You can also 'map' a drive letter to any folder in the structure to make access easier for you. Please refer to Mapping a Drive to Shared Folders.

I think my J: drive has been mapped to the wrong location
The [J:] drive is automatically mapped according to the organisational details in your HR record. Alternatively, can access all areas for which you have permissions through the [I:] drive.

How do I create a shortcut to a folder?
Please refer to the Shortcut FAQ.

My desktop shortcuts to files on our old file service no longer work
The files the shortcuts point to no longer exist in that location. You should delete the old shortcuts and create new ones pointing to the files at their new location on the UNSW File Service. Refer to the Windows Shortcut FAQ for more information.

My ‘Recent Documents’ in the Start menu and Office applications no longer work
Like the shortcuts above, these are referring to the old location that no longer exists. As you open documents from the new file service, these lists will update to reflect the new locations of files.

I have accidentally deleted/overwritten a file. How do I rollback?
The UNSW File Service allows users to self recover previous versions of files or those that have been deleted. Please refer to the external Microsoft page: Previous versions of files: frequently asked questions for more information about this process. The service also offers recovery from backup tape if following the above instructions isn’t successful.

My linked documents (eg. mailmerge, linked spreadsheets) are broken
You will need to redefine the source of the linked data within the specific application. A 'floor walker' may be able to assist you with this on the day of the cutover, otherwise contact the IT Service Centre for assistance.

I have offline files being synchronised to my non-SOE notebook, but now it just gives me an error
In Windows the Offline files cache will need to be reset and re-established from the new data location. If you have rights on your machine to do so, you can perform the reset by running the following command (without a line break) and then rebooting:

REG ADD "HKLM\SOFTWARE\Microsoft\Windows\CurrentVersion\NetCache" /v FormatDatabase /t REG_DWORD /d 1 /f

If you do not have appropriate rights or you are uncomfortable doing this change yourself, please ask a 'floor walker' to assist you with this on the day of the cutover or the IT Service Centre.

When I open Explorer I still have drives that connect to my old server
After the migration, we cannot guarantee that all of your existing drive letters are no longer in use. That is why we have not disconnected them.

It is up to the individual user to confirm whether a drive is still connected to an old share that has been migrated. If you find that a drive icon is redundant, simply right-click on the drive and select "Disconnect" from the context menu, as illustrated below.

Disconnect old drive