Updated: 03/21
2201 Hours of Access
The DORS Network is available for access 24 hours a day, seven days a week, unless down for service or maintenance. (See Section 2302, Service and Assistance.)
2202 File Access
All documents should be stored (saved) on the network file server or Google Drive. There are two primary advantages to using the file server:
Documents on the Network may be shared within an office, region, or the Division.
Documents on the Network are routinely backed up (archived) so that data should almost never be lost.
MIS and DoIT cannot be responsible for data that is not housed on the server. All data that is saved to the local workstation hard drive or any form of external storage drive (i.e., flash drive) is done at the discretion and responsibility of the user.
2202.01 Folder/Directory Structure
A generic Folder structure has been developed, including Personal Folder, Office Folder, Region Folder and DORS Folder, as a starting point to help staff become familiar with sharing documents. Offices and Regions are encouraged to develop a folder structure tailored to meet their needs. The MIS Director and DoIT Network staff are available to assist in the development of a suitable structure.
Personal Folder – Every user is provided a folder on the Network file server for storage of their documents. Only that user can access files in this folder. The User Name of the individual is used for the name of this folder, e.g., "jatup5dun." Users are encouraged to create sub-directories within this folder to facilitate organization of documents.
Office Folder – These user folders are all within a single office directory which is named after the city in which the office is located (e.g., Owings Mills). Documents to be shared within an office should be stored in this office directory. Only users within this office have access to these files.
Region Folder – Each Region has a regional folder (e.g., "Region 5"). Documents to be shared within a DORS region should be stored in this folder. Only users within a particular region have access to these files. Regions are encouraged to use this folder to share commonly used “template” documents. A region may also create additional shared folders to facilitate special projects that involve more than one office.
DORS Folder – A folder named "DORS" was created for the purpose of sharing documents and files with DORS personnel outside your Region. All Network users will have access to this Folder.
Folder Access – To help simplify network sharing, the above-mentioned Folders have been pre-assigned for each user. The drive assignments are as follows:
- H: (drive) - DORS Folder
- R: (drive) - Your Region Folder
- S: (drive) - Your Office Folder
- X: (drive) - Your Personal Folder
2202.02 Removal of Unnecessary Files
It is the responsibility of every network user to remove unnecessary files from the Shared Folders. The Network Administrator reserves the right to periodically archive old documents that have not been accessed for long periods of time.
2202.03 Full Network Access
Only Network Administrators have full access to all files on the server.
2202.04 File Access Changes/New Folders
Requests for: 1) File access changes and 2) New Folders on the file server root directory (to facilitate inter-region document sharing) must be submitted in writing by supervisors to MIS Network staff.
2202.05 Document Recovery
Full volume backups of all file servers will be done every night. Requests for the restoration of files must be placed through the Service Desk, and must include the name, file location and date of the document.
2300 Google Drive
Google Drive is an alternate cloud-based storage platform available to all staff with a Maryland.gov email account. Users manage their own storage environment. All drives are backed up daily.
