On-Site Network Information
Documentation Strategies Inc., relies on the computer network / Internet for the bulk of it’s business. This document was drafted to provide some basic information on how our computer systems operate. Please keep in mind that as technology evolves, so does our server and network technologies. The information contained will change.
The network that we utilize is actually split into two sections: off-site and on-site.
Our on-site network is a Windows2000 domain network. The internal domain name is “DOCSTRATS”. The server keeps track of the logon accounts (users). When you log onto a workstation, it contacts the server to find out about your network account. That network logon can be used at any of our computer to logon to the network.
We utilize a switched Fast Ethernet network (100BaseT) for all of our internal computer systems. A router connects our network to the Internet through a T1 line provided by Time Warner Telecom. The router also provides firewall protection against intruders trying to gain access to our network.
We have two main servers on site, both running Windows 2000 Server. In addition to managing user accounts (they are domain controllers), they provide file and print services, central Anti-Virus protection, and Internet proxy services. The server systems are protected on several levels: we utilize RAID-5 hard drives for data protection, UPS for power protection, off-site file backup, and multiple security levels.
The files on the servers are backed up using a tape drive. The backup runs every night at 10pm. Files that are NOT in use are backed up. This means that if you leave your computer on overnight with files open, they may not be backed up. For this reason, please log off your computer when you are done for the day. In the event a file or folder needs to be recovered, we can restore it from the backup tape. Note that this is a slow process, though – a full backup can take up to 10 hours although recovery time is considerably faster.
We have a third server also running Windows server 2003. It is primarily used as a testing platform. It can be reached by going to the address http://shared.docstrats.com. This server is project driven and the content and availability may change as business conditions and projects change. Although this server is protected with various security methods, the files are not backed up to tape.
We use Windows2000 Professional and WindowsXP Professional for our computer workstations. Every computer has Microsoft Office 2000 installed, but some software is unique to certain computers.
Please save all of your files on the network. This allows them to be backed-up, allow you to access the files from any computer, even possibly remotely. The exception to this policy is large multimedia files that are actively being worked on during the day (sound and video files). Keep in mind that since files are not backed up on the workstations (except the “My Documents” folder), you should still copy the multimedia files to the server when you are done for the day to allow for proper file backup.
The “My Documents” folder on your desktop is actually located on the server. These files are backed up daily. Normally, it is recommended to save all business related files to the appropriate network drive location so that others may have access.
The file system is how the computer keeps track of the files and where they are located at on your hard drive. Various security levels are utilized on the network to allow appropriate access to information. All improper attempts to access files are logged.
Because of space restrictions, each person using the network will have a limited amount of space allowed. If you attempt to exceed the limit, access will be denied and you will receive a “disk full” error. Please contact the system administrator to adjust and/or manage your space.
Our computer systems utilize corporate virus protection controlled by our main server. It cannot be turned off or stopped on the workstations. Virus updates occur automatically. If you receive a virus, you will be given a warning on screen and the server will log activity.
All workstations are scheduled to run a complete anti-virus check at 7pm on Thursday evening. If your computer is turned off, it will start the anti-virus check the next time you turn the computer on (typically Friday). This will cause your computer to run more slowly during that time.
First, an explanation – What is a “network drive” or “mapped drive”?
A hard drive physically located inside the workstation usually begins with the letter “C”. Some computers have more hard drives or additional space and they continue with the letters of D, E, F, etc… On the server’s hard drives are some folders that are shared on the network. When you operate in our network environment, you are putting files on the server’s hard drive in those shared folders. The way this is done is by assigning a letter to the connection to the server shares. The T: drive for example is actually a folder called S_NEW on one of the servers. Here is a list of the common network drives and their function:
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P |
Projects. Where our company projects files are kept |
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T |
Company private business drive |
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U |
User drive. All of your own documents that are not kept in P or T drives should be stored here. |
Why can’t I install programs?
Windows2000 (and XP Professional) is different from home computers. There are different levels of access that is controlled from the server. Some software can create or cause problems with the operating system (such as AOL). To prevent installation problems and ensure that only business related software is utilized, most employees cannot install software on the workstations.
How does our email system work?
A server off-site handles our email. We use MS Outlook to connect to the server and retrieve email. As Outlook retrieves the email from the email server, it will delete the mail from the server. MS Outlook keeps all of its retrieved email and other information in one file that is stored on the U: drive (which is actually on NT server). In this way, you can use any computer at Documentation Strategies to retrieve your email using MS Outlook. In the event you are off-site (such as home or at a client’s site) you can use Internet Explorer to connect directly to the email server to check your email (Note that you will not be able to see your email that is in MS Outlook at the office).
Because of space restrictions, each person using the network will have a limited amount of space allowed. If you attempt to exceed the limit, access will be denied and you will receive a “disk full” error. Please contact the system administrator to adjust and/or manage your space.
Our firewall and server guard against unauthorized connections from the Internet. Generally speaking, the servers are very secure from the Internet and cannot be accessed from the Internet. There are some exceptions however, such as remote administration and remote file access for special cases but they are also protected.