In response to longstanding need to provide reliable and secure backup services for Bates-related computer files, ILS is implementing Windows File Synchronization on all faculty and staff Windows office computers. Windows File Synchronization provides a way for all Bates related work to be stored on a server and the local hard drive. The following are some frequently asked questions concerning this process.

Please consult our helpsheet: Enabling Windows My Documents Synchronization and the Benefits of Windows File Synchronization

1) Why is this important to the College?
ILS in general saw the need for file synching because of the costs of lost data which include: the loss of productivity during recovery attempts, the loss of actual data, the costs to attempt to recover the data either by Bates techs or an outside service, and the costs to recreate the data if recovery is not possible. There have been costly instances of each of these scenarios.

2) Where will my Bates work files be stored?
The server (Mexico) will be the primary storage repository and the files on the computer’s hard drive are synched with the files on the server.

Please note: Do not include the entire contents of My Doucments in copying files to your Bates work folder, only work related, not personal files belong in this folder.

3) Does this process replace where I save shared files on the network?
No, files or folders to be shared from the network should be stored on Belfast or China servers, for example. Windows synchronization is for Bates work from individual’s computers used online or offline, not work meant to be shared by department or group members.

4) Will this process affect the performance of my computer ?
The synching occurs automatically and does not affect the performance of the computer.

5) What happens to my files if I disconnect my computer from the network?
If a computer is removed from the network the files are synched as soon as the computer is reconnected to the network. The network server is backed up regularly so that there will be an archived copy of the Bates work files.

Note: If connected to Bates via a VPN or Bates modem the synch will occur as if on campus.

6) If file synchronization is in place, are my files available from any networked computer?
Once this system is implemented, faculty and staff members can continue to work on Bates files even if their computer is unavailable. Since their Bates work is stored on a server it can be accessed from any computer connected to the Bates network. Each user will have a secure folder on the file server that can ** only** be accessed by the individual user.

7) Is this considered a records management/archives for my files?
Windows file synchronization is not a records management system. Files will be stored based on individual and departmental file storage techniques, including differences in some departments with existing systems for storage of large files. Muskie Archives will assist in improving these techniques.

As part of this project, Muskie Archives has developed recommended best practices for managing electronic records, including advice on directory structures, file and folder names and file maintenance. These best practices will be included in the training and implementation of the file synchronization project.

8) Is there a similar program for Apple computers?
This approach applies only to Windows computers. The file synchronization program uses existing features of the Windows operating system. The current Apple operating system does not have comparable features. The next Apple OS may in include a synch feature. ILS is also looking at other options for Apple computers.

9) When my computer is replaced, will I have to set this up again?
Computers currently in use will need to follow the instructions for enabling windows file synchronization, however replacements will have this all setup for the user when it is delivered to their desk.

10) Can I save Access databases to My Bates Work folder for synchronization?
No, Access databases should be saved to other network servers, such as Belfast to avoid errors.

11) How do I delete files no longer needed for Bates work from the network folder?
Click once to select the file(s) or folder(s) no longer needed and press the delete key. Locally stored copies should also be deleted if no longer needed or are not of archival value to the College. Questions on what materials should be retained for College Archives may be directed to Pat Webber, at the Muskie Archives and Special Collections Library, x6428.

12) Can files that are deleted from the network folder be recovered?
Deleted files do not show in your local Recycle Bin, or any network Trash to be recovered by droping back into the folder Bates Work.  Please contact Help Desk Services, x8222 to request this procedure. The complete path name and file name(s) will help the process, as well as the last date and time the file(s) were in the network folder.

13) What are the recommended best practices for managing electronic records?
Please consult Managing Electronic Records Pat Webber and Kat Stefko, of the Muskie Archives and Special Collections Library.

14) Should I be concerned about an error message when I shutdown my laptop while using the VPN software?
In order to avoid this message, manually synch your files to the network, then disconnect the VPN software by closing it properly. The computer should then shutdown normally.

Note: In the following instructions, please make sure to include all the spaces and punctuation for each command. Otherwise you may be given an error “Command not found”. If you get this error, check the punctuation and the syntax of your last command.

A. Log into Abacus with your abacus user id and password:

1. You should see a prompt:
   abacus.bates.edu>
   WIN: requires a third party application to establish a secure shell (ssh) connection to abacus. PuTTY is the recommended SSH client (and is fully supported by Help Desk Services).
2. A helpsheet on obtaining (free) and installing PuTTY can be found at:
   http://www.bates.edu/ils/2011/08/putty-install-and-configure-remote-access-for-windows-ssh/
3. A helpsheet to configure PuTTY to connect to abacus can be found at:
   http://www.bates.edu/ils/2011/09/terminal-settings-remote-access-for-macintosh-ssh/
4. MAC: Applications: Utilities: Terminal:
   Type in: ssh abacus.bates.edu Press return

B. Check for an existing web directory:

1. At the abacus prompt, type: ls -l
2. There is a space between the “s” and the “-”
3. If you see a public_html directory see below

ls stands for list. This command will show you the available files and directories.
-l stands for Long list format. This will show a detailed list view of the available files and directories.

C. Create a web directory:

1. Type: mkdir public_html
2. Press return

mkdir stands for Make Directory (named) public_html. A directory is the same as a folder you work with on your desktop. It contains other folders and files.

D. Check your work:

1. At the abacus prompt, type: ls -l
2. There is a space between the “s” and the “-”
3. If you don’t see public_html return to step 3

E. Make your account executable:
These directions set the permissions for your group, and all others to Execute files in your web directory. chmod is the command to change permissions. (g) & (o) stand for Group and Other. The (+) symbol stands for add and (x) stands for Execute. The file or folder to which you are assigning these permissions is last. Please also consult the basic steps for file permissions.

1. At the abacus prompt, type:
   chmod go+x .
2. There is a space after the “x” and then the period
3. Press return.
4. Type in chmod go+rwx * [NOTE: there is a space between the x and *]
5. Press return

Image files and/or other files can be viewed in a web browser by the following url construction:  http://abacus.bates.edu/~username/filename.ext

F. Close your abacus account:

1. At the abacus prompt, type: exit
2. Then FILE: Quit the ssh application

G. After you’ve uploaded your webpages, your URL will be:

1. www.bates.edu/~abacusID
2. For example: www.bates.edu/~hpotter

Terminal is a client program for remote access to other computers or servers using Secure Shell (SSH).

A. Run Terminal:

1. Click on Applications
2. Select Utilities
3. Double click Terminal

There may also be a shortcut in the Dock.

B. Connect to the server:

1. at the prompt: type
   ssh abacus.bates.edu
2. type your Bates password when prompted

If you are at a computer other than your own, you may need to type:
ssh username@bates.edu
so that you may login under your own username.

For example, hpotter would type:
ssh hpotter@bates.edu

C. Disconnect from the server:

1. When you are finished: type logout

D. Close the application:

1. Select: Terminal menu
2. Click: Quit Terminal

Why would I access a remote machine with SSH?
SSH is used to connect your computer to another computer or server securely. It is most often used with Unix servers so that you can work from your own computer as if you were sitting right at the remote computer. The session runs on your computer, but the information is processed on the remote computer.

How do I access a remote machine with SSH?
On a Windows machine using PuTTY software, on a Macintosh computer using Terminal software.

A. Connect to Software on Denmark:

1. Click on the Start menu
2. Select Run…
3. Type:
   denmarksoftwarewindows

OR:

1. Double click My Computer
2. Double click Software on denmark
3. Double click Windows

B. Install PuTTY:

1. Drag the PuTTy folder to your desktop
2. Open the folder
3. Double click to run: putty.exe

C. Run PuTTY:

1. Click on the Start menu
2. Select All Programs
3. Select PuTTy
4. Click Shortcut to PuTTy

D. SSH to abacus:

1. Host name: type abacus.bates.edu
2. Protocol: SSH

E. Save these settings:

1. Saved Sessions: type abacus
2. Click the Save button

The next time you want to connect to abacus:

1. Run PuTTY
2. Double click the saved abacus session
3. Connection opens automatically
4. Connect with abacus:
5. Click: Open button
6. Login with your Bates username and password

Online Help Resources:
PuTTY documentation
FAQ’s from the creator

If you are not prompted for a Bates username and password, these instructions explain how to connect to the proxy server, which identifies you as an authorized Bates user when you’re connecting via a non-Bates internet service provider. When configured properly, any Bates web page that requires proxy server access will ask for your network user name and password before loading. Included are configuration settings for Firefox and Internet Explorer.

A. FIREFOX:

1. Open Firefox
2. From the Tools menu, select Options
3. Select Advanced
4. Click on the Network tab
5. Click on Settings… button to the right
6. Click the Automatic Proxy Configuration URL: radio button (at bottom) then enter this URL:
   http://proxy.bates.edu:81/bates.pac
7. Click OK, then Reload the web page.

B. INTERNET EXPLORER:

1. Open Internet Explorer
2. From the Tools menu, select Internet Options
3. Select the Connections tab
4. Check Automatically detect settings
5. Check Use automatic configuration script
6. In the Address text box enter the URL:
   http://proxy.bates.edu:81/bates.pac
   
   !! IMPORTANT !! DO NOT CHECK “Use a Proxy Server…”
7. Click OK, then click
   • OK again to close the Internet Options window and save these settings
8. Reload or Restart Internet Explorer C. To disable the proxy server:
   1. Deselect the Use automatic configuration script button (Step 5 above)
   2. Reload or restart Internet Explorer

Uncheck all these settings when on campus for direct access.

If you are not prompted for a Bates username and password, these instructions explain how to connect to the proxy server, which identifies you as an authorized Bates user when you’re connecting via a non-Bates internet service provider. When configured properly, any Bates web page that requires proxy server access will ask for your network user name and password before loading. We recommend using Firefox for all proxy access.

A. FIREFOX: FOR MACINTOSH OS 10.4.x – 10.7.x

1. Under Firefox > Preferences
2. Click on Advanced > Network
3. Under Connection: Configure how Firefox connects to the Internet
4. Click Settings
5. Click to place a checkmark in Automatic proxy configuration URL
6. Type in: http://proxy.bates.edu:81/bates.pac
7. Click ok to exit the settings, and
8. Click Reload on the webpage.

To disable the proxy server:

1. Reselect Direct Connnection to the Internet
2. Click OK and restart Firefox.

G. LOGIN:

1. When you have installed these preferences correctly on your machine, and you attempt to open a protected site from off-campus, a dialog box will appear asking for authentication:
2. Enter your network user name and password

All students, faculty and staff have space available to store personal files on the network server named Paris. Storing files on your own computer, and then storing a copy on Paris will ensure file availability. Paris advantages:

• Accessible from all networked machines on campus (icon on desktop of windows lab machines)
• Files are backed up by ILS each night (no more lost documents)
• Provides storage space for academic files (not for applications or materials protected by copyright)
• Files can be moved without the use of SFTP  – except from off campus, see installation  and configuration instructions for WinSCP SFTP for Windows and Fetch SFTP for Macintosh

IMPORTANT TIPS:

SEE: Paris Network File Storage Macintosh Access and Windows Access

There are other files visible when you open your paris folder that should not be deleted from your account. These files start with dot (ex. .ssh). Accidently deleting these files will result in the inability to login to programs such as Putty and others needed for web page development, for example. Contact Help Desk Services if you need to have these files restored.

MACINTOSH v.s. WINDOWS FILES:

Even though a file is on Paris, a Mac file is still a Mac file, and a Windows file is still a Windows file.

Many files can be opened on either platform if they are saved correctly, however. Macintosh machines tend to open Windows files more easily than Windows machines open Macintosh files. Windows machines must have a three/four letter file extension on the end of the file name to identify files. An example would be filename.doc which would be a Microsoft Word document. Common extensions are:

Mircrosoft Excel .xls, .xlsx
Graphic Interchange Format .gif
Mircrosoft PowerPoint .ppt, .pptx
Joint Photographic Experts Group .jpg
Mircrosoft Word .doc, .docx
Portable Document Format .pdf

When all else fails, and you know what type of file you are trying to open, open the appropriate application and then:
From the File menu, choose Open, then select your file from the Open file dialog box.
(sometimes you have to select Files of Type: all files to see all of the possible files, if the extension is incorrect for Windows machines)

FOR ACADEMIC FILES ONLY:

Network storage on Paris is for academic files only. Do NOT back up applications to Paris.

Each user account has a quota that limits the size of their directory. This quota insures that no user can monopolize the space available for file storage on the system. Paris space is for academic use. Increases to the quota for academic purposes can be obtained by emailing netadmin@lists.bates.edu with the desired amount indicated.

To see what your quota, login to abacus (using Putty or Terminal) and run the quota command. See also: How to check your paris quota

DO NOT VIOLATE COPYRIGHT LAWS:

Network storage of files protected by copyright is not allowed. The copyright owners are very active in pursuing and suing violators of copyright laws. This includes music and video files obtained from peer-to-peer file sharing applications.