Requesting access to Library IT Uploads server

Background:

Several processes/functions in Alma write files to the Uploads server, some of which are retrieved manually and would require direct access to the /exports subdirectory in the Alma directory in Uploads. Previously, all the processes which wrote to /exports were managed by Systems and Discovery, but now we are in the process of handing off some work, including processes which write to /exports, to specific staff members in the Collections Services Division (CSD).

Approved use cases:

• Management of publishing profiles to publish data to external sources.
• Management of integration profiles.
• Third party software integration management (e.g. Caiasoft).

Request process:

1. The employee will submit a ticket to Helpbox, cc’ing their supervisor, to request access to /exports sub folder in the Alma directory in Uploads. In the ticket, the employee will outline their use case for access based on tasks performed in Alma, which will be evaluated by the Alma General Systems Administrator (GSA).
   1. If approved, the GSA will remind the user of preliminary security concerns.
   2. GSA will ask the submitter(s) to confirm that they've read and understood their roles and responsibilities. 
2. GSA will create a subtask in Jira and assign it to DevOps.
   1. DevOps will review the request and assign read-only access to /exports.
   2. Determine and document the protection level on the ticket.
   3. Request watchers' explicit approvals if it seems prudent.
3. DevOps will then configure share access:
   1. Configure server access appropriately.
   2. Work with the user to configure credentials and verify access.
   3. DevOps will assign ticket to GSA.
4. GSA will check to see if user needs an SFTP client.
   1. If client is needed, GSA will instruct employee to open a separate Helpbox ticket.
   2. If no other questions arise, GSA will close ticket.

Expectations and considerations for access to /exports:

Users are expected to be conservative in the creation of files in Alma which are written to the /exports subdirectory. The storage allocation in this subdirectory is shared with all other Alma exports. Other operations may be impacted if multiple, repetitive files are generated from Alma and written to the /exports subdirectory.
 

Library IT will manage the storage space and keep within storage allocation will remove files that are over 6 months old. Users with access will be responsible for downloading files needed before they are removed.