Information for Nebula Clients
Nebula Policies
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Unused Nebula Accounts
Security is a high priority for Nebula. One potential security vulnerability exists when accounts go unused due to employee separation or change of function. We rely on our clients to notify us when the status of an employee has changed: they have moved to a different job within the existing department, to a different department or have left the University altogether. Please use the Nebula Account Request Form for this purpose. This will ensure that file access is turned off for this user as well as halting any on-going billing associated with their account (such as Exchange).
If you have any concerns or questions, please contact Nebula Support.
Nebula File Storage
Nebula File Servers
Nebula file servers have a finite amount of space and are intended to provide storage for actively used files and are not designed to serve as an archive for older and inactive files. We have developed guidelines on what type of files should not be placed in home directories (H: or I:\homedir) or in the Nebula shared directories (I:\groups). These guidelines are intended to help users understand what is considered acceptable use of Nebula file services.
Files that should not be placed on Nebula file servers:
- Confidential data. If you have questions about whether you are handling confidential data, please see your supervisor or contact security@uw.edu
- Windows backup files, disk images, or an entire copy of a hard drive.
- Non-work related media files (these could also run afoul of ethics rules and state law), such as MP3 files, movie files, and images.
- Programs, executables and installers. The C: drive is a good alternative for these files.
- Large files, over 1GB in size. These may require special computing resources not suited to the existing shared file services. Talk with your Nebula support person if you find yourself in this situation.
For files that you only need temporarily, I:\temp7day is a good place. Files older than 7 days are automatically purged.
Nebula File Back-ups and Restores
Files on the Nebula servers, accessed via the H: and I: drives, are backed up nightly. To exist on a backup tape, the file must be available for the nightly backup. A file created and deleted on the same day won't be on the backup tapes.
If you've lost a file or it has been changed or damaged beyond repair, you may be able to retrieve an earlier copy from the I:\snapshots directory:
- Your H: drive in I:\snapshots\homedirs\(selected date)\(your UWNetID)
- Your I: drive in I:\snapshots\groups\(selected date)\(your directory)
While your files may not always be in this location, they are always backed up to tape, and available to be restored should you need them. Due to the size of the directories, a full copy of the previous day's files may not be available until late morning. If your files are still not viewable after 12:00 p.m., please let us know.
The files are read-only, and should be copied to your regular directory.
Document Retention
Nebula handles the technical side, through such services as running backup software, storing backup tapes, and providing file restores. However, each department is responsible for ensuring compliance with the appropriate University of Washington policies regarding file retention.
UW Policies
The UW Records Management Services department helps University offices comply with state and federal laws relating to the preservation and destruction of records, both paper and electronic. Their site has policies relating to various types of information, and how long these must be retained. The management of University records is independent of whatever backup system is in place. It is each department's responsibility to adhere to the Records Management guidelines.
Nebula File Retention Policy
- Files on the H: and I: drives
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Files in H: and I:\homedir are the same. They will be deleted approximately 210 days after a user's account is disabled, and the files are completely gone from tape within a year. Existing tapes are destroyed after 1 year. For example, all tapes from Jan 1, 2006 and before will have been destroyed by mid Jan 2007.
Files in I:\groups and other areas of I: will stick around after a user leaves. Some areas of I: are controlled by groups other than Nebula, and would have to be contacted directly for details on their policies. For those I: drive files managed by Nebula, the retention policy is the same as for H: -- tapes are destroyed after one year. Nebula does not provide an archiving service for electronic data. Data with retention requirements has to be handled per the Records Office's policy (see above).
Nebula Software Package Policy
Delivering software to Nebula desktops
Nebula manages software packages via centralized distribution. After login, each computer is checked, and any needed software or updates are installed automatically. Software in the Nebula suite, such as Oracle Calendar, Microsoft Office, and McAfee VirusScan is delivered in this way. .
Software packages for departments
You are free to install any additional software that you need, providing it complies with certain security requirements. (We monitor Nebula computers for these security problems and notify the owners if they occur.) If a software package will be used on 10 or more computers in a department, it may be possible to install it via the centralized distribution method. If accepted, these software packages can be assigned on a by-department basis, or to specific computers only.
Centrally distributed packages must meet some specific criteria. Please contact your Nebula support person for help with software selection and analysis.
Once a software package is made available for assignment, it may be installed on any Nebula Gold computer. Some software packages may require additional licensing beyond what is provided with the standard Nebula suite. Departments are responsible for purchasing such licenses and tracking how they are used.
Managing upgrades
To ensure support for packaged software, only the most recent version of software will be packaged and supported. For software provided in the Nebula suite, new versions will be evaluated by Nebula support staff and engineers for suitability. If an upgrade is recommended, it will be done within an announced, reasonable period of time. For packages that have been requested by departments that are not distributed across all of Nebula, a reasonable period of time, usually several months, is allowed for those using the package to become ready to use the new version. This may include purchasing new licenses, upgrading templates, etc. The new version is then packaged, distributed and supported. The earlier version may still be used, but it is no longer installed via the centralized distribution service.
If there are any questions about this policy, please contact Nebula Support, at 221-5000, #3, or nebula@u.
