GroupAdmin access group control
The GroupAdmin Toolallows users to manage access to their Market and Vault allocations as well as other connected services such as the Monash University S:\ Drive. Every secure access group contains two lists; a list of Group Owners and a list of Group Members.
Group Owners are staff members that can manage the group through the GroupAdmin Tool and can provide other staff with access to the relevant allocation(s). The default Group Owner will be the staff member that applied for the allocation via the Data Dashboard Toolbut additional owners can be added as required.
Group Members are staff members that can access the storage allocation(s) linked to the secure access group. Staff can be added or removed from the group at any time by Group Owners or administrators.
Example
Collection Title: "Cat Videos"
Network Path: \\storage.erc.monash.edu.au\shares\cat-videos
Secure Access Group: RDS-ENG-cat-videos
In the above example, the Group Owner can provide one or more colleagues with access to the “Cat Videos” collection by accessing the RDS-ENG-cat-videos group via the GroupAdmin Tool and adding the individuals as new group members. Once the list has been updated, the staff will be able to map the network path on their device and access the stored data. Note that it may take up to 15 minutes for the changes to be applied.
Additional information on how to manage secure access groups and group mailing lists can be found here.
Group Renewal
RDS storage allocations are created and maintained for the life of the relevant project and are subject to periodic review. Because RDS secure access groups are managed independently of the storage infrastructure, automatic email renewal notices (see below) can cause confusion and occasional concern. These email notifications DO NOT mean that collections or storage allocations will expire, they refer only to the groups that control access to data stored on RDS.
The GroupAdmin Tool provides each secure access group with a finite, but extendable, lifespan. Initially this is set to one year from creation, but the expiry date can be extended at any time for up to three years from the current date. When groups are one month from their listed expiry date an email notification is automatically dispatched to all of the group's owners as well as the RDS Team. In the majority of cases, RDS staff will review and renew these groups however Group Owners are encouraged to review the group themselves and renew them as necessary or contact the RDS team if the storage allocation is no longer required.