IT950_TN03 Public FTP Server Accounts.pdf

Office of the Chief Information Officer Technical Note: IT-950-TN03 Effective: 5/9/2005 Last Revised: 8/10/09 Issuing Office: Office of Information Technology Operations

PUBLIC FTP SERVER ACCOUNTS

1. Purpose

This technical note establishes the procedures for requesting and maintaining public File Transfer Protocol (FTP) server accounts on the Smithsonian Institution network (SInet). FTP server accounts may be used by Smithsonian staff and individuals external to the Institution to exchange large files in support of Smithsonian activities.

The following conditions must be met before an FTP account may be created:

The FTP server (ftp.si.edu) will only be visible within the public access services zone of the Smithsonian firewall(s) thereby allowing access from any Internet connection.

It must support the mission of a museum, Smithsonian office, scientific, art, historical or collections management or a recognized Smithsonian project or exhibition.

The organization must be sponsored by a Smithsonian office or museum. Requests must come from a permanent Smithsonian staff member. The staff member will be assigned a block of user accounts to manage for ongoing use. Distribution of user accounts is at the discretion of the staff member to whom the accounts are assigned.

2. Scope & Applicability

This technical note applies to all Smithsonian Institution staff, consultants, and contractors who utilize FTP services from the Smithsonian.

3. Responsibilities

A. FTP Account Holder. Uses the FTP account to exchange files.

B. FTP Account Manager. A permanent Smithsonian staff member from the unit who manages the distribution of accounts and passwords (allotted by the Internet Coordinator) to the FTP account holders;

administers and maintains the FTP account.

C. Help Desk Services Branch (aka OCIO Help Desk). Receives the FTP Account Request Form, creates a service request ticket, and makes the necessary assignments.

D. Internet Coordinator. Authorizes and creates FTP server accounts;

monitors the usage and maintenance of the FTP accounts; and assists users with FTP accounts. The Internet Coordinator is a member of Web Services Division (WSD).

ftp://ftp.si.edu/ http://prism2.si.edu/SIOrganization/OCIO/ITSupport/Pages/ITSupportDocuments.aspx http://prism2.si.edu/SIOrganization/OCIO/ITSupport/Pages/ITSupportDocuments.aspx

Public FTP Server Accounts

4. Procedures

A. Account Request

1) The FTP Account Manager completes a Public FTP Server Account Request form and submits it to the OCIO Help Desk.

2) The OCIO Help Desk reviews the form for completeness, creates a service request ticket, assigns the ticket to the Internet Coordinator, and attaches the request form to the ticket.

3) The Internet Coordinator reviews the request and if needed requests additional information from the FTP Account Manager.

If approved, the Internet Coordinator creates the accounts and passwords, provides them to the FTP Account Manager, and closes the ticket. The accounts will consist of four read/write and one read-only account. Passwords will be a minimum of 8-characters in length and contain at least one letter, one number and one special character.

If disapproved, the Internet Coordinator explains the rationale behind the disapproval to the FTP Account Manger and either closes the ticket or puts it in deferred status. After 30 days the Internet Coordinator may cancel the ticket if no further action is taken by the FTP Account Manager

B. Account Usage

1) Purpose. The FTP directories are only to be used to temporarily store and exchange files. The FTP server is not to be considered permanent storage nor adjunct storage for public Smithsonian websites.

2) Appropriate Usage. The Smithsonian unit and any contractors/organizations and its members using the site must agree not to post sensitive materials, personal identifiable information (PII),offensive files, pornographic images, or other materials that will reflect negatively upon the Smithsonian Institution.

3) Account Access. Accounts are accessed either by using FTP Client software connecting to the ftp.si.edu host. Windows users may access via Windows Explorer (e.g. MyDocuments),. Mac users may access via a web browser from URL ftp://userid:password@ftp.si.edu. In all methods, a password and user ID provided by the FTP Account Manager are required.

4) Anonymous Logins. Anonymous logins are not allowed on Smithsonian public FTP sites.

5) Guest Logins. Guest logins are restricted to read-only accounts.

6) Password Change Request. The FTP Account Manager should complete the Public FTP Server Account Request form and submit it to the OCIO Help Desk to request a password change. The OCIO Help Desk will create a ftp://ftp.si.edu/ ftp://userid:password@ftp.si.edu/ service request ticket, attach the form to the ticket, and assign the ticket to the Internet Coordinator to reset the password.

7) Account Deletion. When an FTP account is no longer needed, the FTP Account Manager should complete the Public FTP Server Account Request form and submit it to the OCIO Help Desk. The OCIO Help Desk will create a service request ticket, attach the form to the ticket, and assign the ticket to the Internet Coordinator to delete the FTP account.

C. FTP Server Maintenance. The files may only be retained on the FTP server for short periods of time. The server is not backed up, so once files are deleted they cannot be restored.

1) Manual Account Maintenance. On a bi-weekly basis, the FTP Account Manager should delete all files which are over two weeks old—unless granted an exception by the Internet Coordinator (see step 4.C.4 below).

2) Automated File Maintenance. Each Sunday, an automated job deletes files on the FTP server that have a “last saved” date older than 90 days.

3) Emergency File Maintenance. If disk space on the FTP server reaches 99% of capacity, the Internet Coordinator will execute a script to delete any files with a “last saved” date older than 60 days. The Internet Coordinator will send a notice to the FTP Account Managers one day prior to executing the script.

4) Exceptions. If a file needs to be retained on the FTP server for more than two weeks, the FTP Account Manager may request that a limited number of files not be deleted as part of the automated file maintenance activity.

a. The FTP Account Manager will contact the OCIO Help Desk to request that the file(s) not be deleted. The OCIO Help Desk will create a service request which will include the name of the file(s), how long it needs to be retained, and the reason for retaining the file. The OCIO Help Desk will assign the ticket to the Internet Coordinator.

b. If approved, the Internet Coordinator will add a special file to the applicable directory to prevent the deletion of files stored in that directory.

5. Technical Note Change Log

Date of Revision Description of Changes

5/9/05 Initial release.

8/10/09 Added procedures for emergency file maintenance.

Ann Speyer Chief Information Officer