Network Shared Drives Access

A list of shares/folders and group members has been prepared for each group that has shares and/or folders. These lists reflect permissions on a specific date and may not reflect current information. The shared drive you are responsible for may have changed in the intervening weeks. Your list(s) contains three worksheets with the following information:

1. Share Permissions Worksheet:
   • Column A (ComputerName): Network share drive
   • Column B (SharedFolderName): Share name
   • Column C (Security Principal): Group name
   • Column D/E (FileSystemRights/AccessControlType): Permissions assigned to the group

   At the bottom, we have provided the folder path for the share name(s) listed in column B, if it was available.

2. Folders Worksheet:
   • Column A (Path): Folders assigned to the group
   • Column B (Users): Group name
   • Column C (ACL): Access Control. For information purposes only. This column indicates whether the “Allow” or “Deny” boxes are checked in the permission settings.
   • Column D/E (FileSystemRights/AccessControlType): Permissions assigned to the group
3. Members Worksheet:Lists group name, descriptive comment, and the members by MACID with first and last name, if available.

1. Identify group members on the “Members” worksheet who no longer need access to the share (particularly watch for individuals who may have left the unit department or University). You can also view members in a group by looking it up using View Members in a Group.
2. Remove these individuals from the group(s). Refer to Add/Remove Members from a Group below.
3. If access was granted to individual users in addition to groups, identify individual users who no longer need access to the share(s) or folder(s).Note: The shares/folders to which the group has access are identified on the Designate Lists in the Share Permissions and Folders worksheets.
   To view whether a specific user has access, you will need to go to the individual folder/sub-folder to view the permissions under the security tab. To remove access for users/groups, refer to Delete Access for Users/Groups below.
4. Review and confirm permissions of remaining/active members and individual users with data owners (managers/supervisors/directors), identifying members/users who no longer need access to specific shares and folders, and where applicable, remove access. Note: Generally, it is best to limit security access. Consider adding individual users to groups. Refer to Add/Remove Members from a Group below.
5. Update permissions for active members/users/groups on shares and folders listed on the “Share Permissions” and “Folders” worksheets of the Designated List(s).Refer to View/Modify/Add Permissions below
6. For situations where the data owners(s) is no longer with the University or Department, recommendation is for the Designate to seek guidance from managers/supervisors/directors. Options may include reassigning to another data owner or deleting the information altogether. If possible, refrain from granting access to generic accounts