File Services

File Services

Request a Department/Project Share

When requesting a Department/Project share you must provide the following:

  • The type of share
  • The division and department that this share will serve. If the share will serve multiple departments, please tell us the division/department of the primary Data Steward
  • A primary data steward and a secondary data steward for the share
  • Suggested name for the share, ITS Support will take this into account when creating the department/project share
  • Initial quota size limit, in Gigabytes (GB)
  • Name and username of the user(s) who need access to the share initially - This can always be updated/changed by a Data Steward whenever necessary

You can request a new, modify an existing, or remove a Department/Project Share by submitting a Fileshare Work Request, or by contacting ITS.

Submit a Fileshare Work Request


Types of Shares

Simple Share

  • The default share type
  • Users can have either Read-Write (RW) or Read-Only (RO) access to the requested share
  • Custom sub-folder permissions can not be created


The Student Employment office would like a general Department/Project Share to be used for the users in their department

  • Name of the Share will be: SEO_General
  • SharePath: \\\shares\EMCS\SEO_General
  • Staff members X and Y will have RW access to the share
  • Student employee Z will have RO access to the share


Complex Share

  • The first level of folders have their own permissions
  • Users can have either Read-Write (RW) or Read-Only (RO) access to the entire share, or only to select folders on the first level
  • Only ITS Support can create folders at the root of this share, due to how permissions are managed
  • The quota is applied to the whole share - All sub-folders share the same quota


Admissions needs a share with sub folders for the different colleges for potential students.  Admissions needs to have access to all the folders (as they get the requests), but each college only needs to have access to their respective folder.

  • SharePath: \\\shares\EMCS\ADM_PotentialStudents
  • Admissions Staff members A and B will have RW access to all folders in the share
  • GCCIS Staff member C has RW access only to the GCCIS folder
  • Staff member D works in both COS and COB, so has RW access to both of these folders
  • GCCIS Student Employee E has RO access to the GCCIS folder 

Now there is a new college being formed called IHST and a new folder needs to be created for it.

Staff member A or B files a ticket to the Service Desk with the following information:

  1. Name and Path of the Parent Share: \\\EMCS\ADM_PotentialStudents
  2. Suggested name for the new folder: IHST
  3. List of users who will need RW or RO access to that folder.
    NOTE: Staff members A and B will automatically have RW access to the new folder because they have RW access to all the folders in the share.

File Share FAQs

How do I connect to my File Share on my computer?

Windows: Connect to a File Share on Windows

macOS: Connect to a File Share on macOS

NOTE: If you are connecting from off campus, you will have to first connect to VPN in order to access your shares. The Cisco AnyConnect Secure Mobility Client should already be installed on all ITS Managed Computers. If it is not installed, or you experience any problems, contact ITS.

How can I be granted access to a File Share?

To be granted access to a share, you must have the approval from that share's Data Steward.  

Submit a ticket to ITS with the following information:

  • The Name and path of the share (i.e. SEO_General, \\\shares\EMCS\SEO_General)
  • The Name and username of the user(s) to grant access to, along with the level of access to grant to each user (RW or RO)

NOTE: As per SEO Standard 28 in the Employer Handbook, all Student Employees must have a separate Student Employee Account to be granted access to fileshares. Access will NOT be granted to a student's everyday RIT Computer Account. There is currently one exception to this, and that relates to student clubs. The data stewards for a Club share must still be Full Time Employees of the institute, but if the share is explicitly for use by a student club, we will grant student accounts access to the share as needed.

How do I recover a deleted file or folder from a share?

ITS provides a self-service method for users to restore any files or folders from our backups.

Windows & Mac: Recover Deleted Files or Folders from a Share

Who can use a Department/Project Share?

Currently, any Staff, Faculty Member, or Club can request a Department/Project Share. The institute recommends that all business critical data be stored and saved on a Department/Project Share.


Connecting to a Department/Project Share on Your Computer


Windows Computers

  1. Open "Computer" (My Computer) and enter the path to the share, and press enter.
  2. When entering the path to the Department/Project share, you can:
    • Enter the root path, \\\Shares and then "browse" to the needed share via the subfolders
    • Enter the "full" path to the share to jump to it immediately


Mapping a Share (Windows only)

On Windows, it is possible to "Map" a network share so it appears as a local drive. This is a quick and easy way to "save" the drive. Once mapped, the path selected will appear as the drive selected.

  1. Open "Computer" (My Computer) and select "Map Network Drive" from the top bar. (On Windows 8.1, you need to select Computer → Map Network Drive)
  2. Enter the path to the share you wish to map, as well as a drive letter to assign it to. Selecting the "Reconnect at Logon" box ensures the mapping is persistent/permanent, and will remain next time you login.

The following Folder paths are references:

  • \\\Shares - will map the "Root" of the File Services Department/Project Share path
  • \\\Shares\COS - would map the "Division Folder" of the shares owned by COS
  • \\\Shares\COS\COS_DemoShare - would map the actual share COS_DemoShare

ITS Recommends

Mapping the "Division Folder" for the Division/College you are a member of. This grants easy access to your most frequently used shares with a single mapping. For example, an employee within the DAR group can Map \\\shares\DAR and then access any DAR share via it's Share Name, verses mapping numerous individual shares to individual drives. That being said, please feel free to map drives as needed by your personal preferences and tastes. There is a limit on drive letters, so you cannot map an infinite amount of drives.

NOTE: When working with ITS to troubleshoot share issues, or make changes to share access, ITS needs to know the "Share Name", not the Drive Letter. In the example above, the "Share Name" would be "COS_DemoShare". Please keep this in mind when mapping drives for convenience. ITS can work with you to remotely connect to your machine to determine which share a mapped drive is referencing, but this may unfortunately delay response/resolution time while we work with you to gather this required information.

Updating a Mapped Drive path

If you have an old mapped drive referencing the "Fileshare" server, and that share has been moved, you will have to update this mapped drive. This can be done by doing the following:

1. Select the now incorrect mapped drive, and select "disconnect"

2. Follow the instructions above for Mapping a Share (Windows Only) to Map a drive to the new server path.


macOS Computers

  1. Open the Go menu in Finder, then select Connect to Server... Optionally, you can press ⌘ K on your keyboard.
  2. Enter the Server Address smb:// and press the Connect button.
  3. After negotiating with the server, you may be prompted for your user name and password. Ensure thatRegistered User is selected, enter your user name in the Name field, along with your password in the Password field, then press the Connect button.

Additional directions can be found here for connecting from a Mac.

NOTE: If you are connecting from off campus, you will have to first connect to VPN in order to access your shares. The Cisco AnyConnect Secure Mobility Client should already be installed on all ITS Managed Computers. If it is not installed, or you experience any problems, contact ITS.

Recover Deleted Files or Folders from a Share


Windows & Mac Computers

ITS provides a self-service method for users to restore any files or folders from our backups. To perform a restore please follow the following directions:

If at any point, you are unsure of what to do, or have questions, please contact ITS for assistance.

  1. Right click on the folder or share that the item you want to recover was located in and select "Properties"
  2. Select the "Previous Versions" tab and you will see a window like the one below
  3. Browse to the most recent date that you last knew the file or folder was there and select it in the menu/
  4. Click the "Open" button, this will open a new window with the contents of the backup.  (DO NOT CLICK RESTORE!)
  5. In the backup window, locate the exact files or folders that you need to restore.
  6. Copy those files from the backup window, into the share.
  1. The "README.txt" file from the folder "Documents" was deleted.
  2. Navigate to the "Previous Versions" tab on the "Icons" folder and select the backup from this morning and click "Open"
  3. The text document previously deleted in the backup window is here, so right-click on it and select "Copy". Then, right-click in the "Documents" folder in the share and select "Paste"
  4. The window on the left is the share, the window on the right is the backup window.  Notice the date of (Today, March 30, 2018, 46 minutes ago) in the folder path.  This means that you are viewing the backup.  Just copy the files you need restored from the backup window on the right into the share on the left.



If you see the following window, click cancel and follow the directions written above. While it may seem that the "Restore" button is what you want to select, choosing this option will overwrite all files currently in the share with versions that were previously backup.

For example, if you restore from a backup 21 days ago, all changes made to the files since then will be lost and need to be restored from alternative backup. It may take up to a week for us to retrieve these files from our alternative backup method.