14. Nextcloud Access Review

Below, we provide basic information on folder access in accordance with the different membership in the lab’s NextCloud folder. Note that individually owned folders are shared only with the PI unless indicated otherwise. The other folders within a given category will be shared with all of the members in the same group (e.g. Postdocs will also have access to the postdocs folder). If you have any concerns about data privacy, please let the PI knows so relevant adjustments can be implemented.

General Tips and Tricks

Files can be deleted from NextCloud. However, deleted files can be generally recovered if needed either by the user or an admin. Backups happen during the first week of every month. Admin personnel can impersonate any user in NextCloud. Please do not use NextCloud to store personal files. You are allowed to create links to share your own folders and files but please do not share files that you have not created without prior (e.g., grants by the PI). When working with OnlyOffice, note that there is a version history associated with each of your files. Use a README.md to create a nice markdown header for your folder. Use any of the apps in NextCloud to enhance your experience with the service (decks for keeping yourself organized, talk for meetings, calendar to check on availability or events). Note that you can sync NextCloud calendar with your calendar app through the caldav link in the app (feel free to check with the PI on this regard).

Current Member

The current member status is given to those that are active members in the DDL, regardless of role.

Grouping includes access to:

• Data Diversity Lab – Home (the hub for general DDL information)
• Lab Collaboration (group projects)

Post Doctoral

This status is given to those that have a doctoral degree and are completing post doctoral roles within the lab.

Grouping includes access to:

• Data Diversity Lab – Grants (information for grant applications including supplemental files, submission files, due dates, and budget planning)
• Data Diversity Lab – Post Docs (information specific to post doc members including job applications)
• Lab Collaboration (projects that are collaborative with those that are not members of the lab)
• Individual folders

PhD Student

This status is given to those with a PhD education filling that status within the lab.

Grouping includes access to:

• Individual folder
• Lab collaboration (projects that are collaborative with those that are not members of the lab)

VIP Student

This status is given to those fulfilling VIP projects through their time in the lab.

Grouping includes access to:

• VIPs
• Lab collaboration (projects that are collaborative with those that are not members of the lab)

Project-Specific Group

Grouping solely for those involved in a particular grant (e.g., National Geographic grant) including external NextCloud users working with the DDL.

Grouping includes access to:

• Folder to a particular grant

Alumni

The alumni status is given to those that at some point were active members in the DDL, under any specific role. However, they are no longer members. This section allows alumni to keep their previous files and have access to some core DDL information.

Grouping includes access to:

• Individually owned folder
• Data Diversity Lab – Home (the hub for general DDL information)
• Project related files

External

The external grouping is given to those that are not active members in the lab but may work on certain projects with members of the lab. This section is necessary so information can be shared with external people without sharing the DDLs personal files.

Grouping includes access to:

• Individually owned files
• Project related files

MS Advising

This status is given to those that fill the MS advising role in the lab, assisting MS students in InfoSci in their degrees.

Grouping includes access to:

• MS advising