Request for NAS Data Storage - Terms and conditions

Please read through the terms and conditions of using the NAS data storage service below, and click the 'I Accept the Terms and Conditions Above' button at the end of the page to proceed to the NAS data storage request form.

1. Those using the NAS data storage service must adhere to all Trinity Policies, including IT Services Policies and the Good Research Practice Policy
2. NAS storage can be accessed only by registered Trinity staff and students and only from the Trinity 'wired' network in offices and labs, from the staff wireless network and from the student networks and via the VPN service for staff.
3. The storage service offering applies for a period of 5 years after which time terms and conditions are subject to review by IT Services. If the requester does not contact IT Services, it will be assumed that the service is still required.
4. Users requiring access will be assigned to an Active Directory (AD) group to facilitate assignment of permissions. IT Services will setup the AD Group and assignment of initial share permissions for relevant access for the group
5. The requester will be required to nominate an additional technical contact for the storage. The requester and this additional contact will be responsible for all requests to the IT Service Desk relating to this storage. Problems and change requests must be reported to the IT Service Desk by the nominated local adminstrator/technical contact. The IT Service Desk records the details in the official call-logging system and generates a unique incident number. It is then assigned to the appropriate group in IT Services and then to an individual staff member to be acted upon. Problems can be escalated by contacting the IT Service Desk, quoting the incident number and asking the IT Service Desk staff member to escalate the log to the manager of the relevant area.
6. The nominated local administrators/technical contacts will be responsible for the creation and modification of subfolders within the main storage folder, and setting any required permissions on these subfolders, if the permissions are different to those set on the main folder
7. Access to the storage by Trinity users will be via their Trinity username. They will access the storage by mapping a network drive or over a network share.
8. This service does not include encryption or auditing and is not suitable for storage of the types of information described below. IT Services will not accept responsibility for any breach of security of data of the types above which are unsuitable for storage on the NAS storage for the following types of data:
• Large sets of detailed Student/Staff Personnel Records, the loss of which could expose individuals to identity theft etc. – This data should be stored in the appropriate staff/student information system
• Individually identifiable health information - this includes information relating to past, present, or future conditions, or the provision of health care
• Financial data which if intercepted could result in financial loss to an individual or institution e.g. Payment Card Data, Bank Account numbers
• Usernames and Passwords - Which provided access to other Trinity Systems
• Biometric Identification Data
9. This service does not include auditing of access to files on the NAS storage. This means IT Services cannot provide information on who has accessed/created/deleted/modified files stored.
10. Where data backup has been identified as a requirement then data is retained for a period of 21 days. Costs will include backup and up to 5 recoveries of lost files in the 5 year period for which this agreement is valid. Additional recoveries will incur an extra cost which will be billed to the department making the request for NAS service. See section on ‘Details of IT Services NAS Storage Offering’ for more details regarding backups
11. The total cost over 5 years will be charged in the first year to cover replacement costs made by IT Services. By arrangement, costs can be billed annually by IT Services administrative staff for each of the 5 years for which the agreement is valid to the department. The minimum period of any agreement is for 1 year.
    • If paying annually, the annual costs are on a sliding scale to cover IT Services replacement costs. 130% of annual cost in Year 1, 120% in Year 2, 100% in Year 3, 80% in Year 4 and 70% in Year 5.
    • If applying for storage for 1 year, the cost will be 130% of the annual cost. Acquiring for 3 years will incur an extra 10 % over the 3 year period. Year 1 at 130%, Year 2 at 120% and Year 3 at 60% of annual cost.
12. Costs are subject to change depending on the requirements for the underlying infrastructure, particularly in the case of backup.
13. Scheduled maintenance and upgrade to the Trinity IT infrastructure will take place in the defined maintenance period which occurs Thursday mornings between 8am and 10 am. These are periods when there is a greater risk of systems being unavailable. These typically will be during system, network or application changes or when some levels of resilience are not operational or when there is a major security threat. Exceptional downtime may require additional time or may be required outside the defined maintenance period, these will be proposed and agreed using the departmental Change Management Notification process. Users may be advised to work locally on a file during that period.
14. All IT Services Staff sign a confidentiality agreement as part of their contract of employment.
15. The local administrator/technical contact must contact IT Services within one month after the current period of subscription to this service has expired. If no contact has been made within this period then IT Services will cease the delivery of the service, and will also delete the data.
16. When the service is no longer required then notification of requirement to terminate the agreement should be requested through the IT Service Desk by the nominated local adminstrator/technical contact. Data can be migrated from the storage to other media at the request of the nominated local adminstrator/technical contact. It is the responsibility of the nominated local adminstrator/technical contact to transfer the data to their own media if they wish to retain a copy locally e.g. on their own machine. The requester has 3 weeks from the date of notification to copy the data before IT Services delete the data as data will be deleted by IT Services 3 weeks from the date the requester notifies IT Services that the agreement is to be terminated. It will not be possible to refund the charges should the service be terminated early.
17. The administrator should contact the IT Service’s Servicedesk if they are no longer the administrator of the storage. The administrator should also give IT Services the name of the person who will take over the role of the storage administration. Similarly, if a staff member leaves the department IT Services, should be notified so that the user needs to be removed from the group with access to the shared storage.