Document Actions
Standard Procedure for User Accounts
DRAFT, Jul-6-2007; NicTAC approved, Nov-30-2007; Dean approved, Dec-27-2007
Creating accounts
- Account requests are made to IT@Nicholas.duke.edu or MarineIT@Nicholas.duke.edu.
- Account creation:
- Create the Nicholas account userid using the same name as the user's OIT NetID.
- Set user's home directory based on status, e.g. faculty, staff, PhD student, MEM student, temporary employee.
- Set group info as per requests by the group owner, e.g. for membership in a class, research, or departmental group.
Deleting accounts
Inform users
One month before account deletion, a formal e-mail should be sent from the IT office to all affected users. This mail should explain why accounts are being deleted and when the deletions will happen. In addition, the mail should note that after account deletion, individuals will no longer have access to the Nicholas network. Finally, the mail should recommend that users backup their data and describe backup best practices. A sample email is in the IT In Box “Templates” directory and appears below.
Lock accounts
Disable accounts. But, wait a few weeks before archiving and deleting data to simplify restoring the account if required.
Create archive
Compress and archive data to tape (Nicholas IT) or to the backup server (Marine Lab)
Delete account and account data
The account and the account data should be deleted from the primary Nicholas servers.
Copy and store archive
Keep the archive for a minimum of two years after account deletion.
Sample notification letter
Dear students:
The Nicholas School IT staff will be closing computer accounts for graduating students near the end of <MONTH>. We are removing accounts based on the records in Enrollment Services and the Graduate program. If you think these records might be incorrect, or if your status has changed recently, please email us at it@nicholas.duke.edu.
We will remove the account data stored on the Nicholas network during the week of <FIRST MONDAY OF WEEK>. If you need to save your data, please do so by <DATE>.
We recommend you save your data by burning it onto cd. Use the program ‘Roxio Easy CD Creator’ to burn cds in any of the Nicholas School computer labs.
In case of emergency, an archived copy of account data from the past two years may be available. This archive is not a substitute for backing up your data yourself, because access to this data is limited and not guaranteed.
The Office of Information Technology (OIT) will maintain your Acpub/NetID account for one year following graduation. You will be able to access your duke e-mail account until <NEXT YEAR>. OIT will notify you a few weeks before your account is closed. Alumni Affairs has additional e-mail resources for alumni; please see the following url for more information: http://www.nicholas.duke.edu/people/alumni/office.html
If you have any questions or concerns, please let us know.
Nicholas School IT Department