Procedures for SFTP Server/Sophie Access

Steps to Request Access to Files On the SFTP Server

A requestor will electronically complete the Access Request for SFTP, NDUS-CND-014, and the NDUS Confidential Information Agreement, NDUS-CND-017, and attach the forms to an email that will be sent to his/her supervisor. (The requestor will probably need to seek the advice of the Functional Lead or Business Analyst to obtain the names of directory and/or subdirectories needed.) The forms can be downloaded from: http://connectnd.ndus.edu/security/forms_security/

NOTE: The directories on the SFTP Server are to be used to drop off and/or pickup files and NOT for storage.

The supervisor will approve, create an Incident via Remedy, attach the forms, and assign the ticket to the ConnectND Security Team. If not approving, the supervisor will notify the requestor.

	The Security Team will:
	a.	Seek the approval of the request by the Functional Lead or Business Analyst, either by re-assigning the ticket or by the receipt of email containing the approval.
	b.	Print the forms, file the Confidential Information agreement form, assign the UserID and password to the request form.
	c.	Add to or change the user’s access in the Project directory or subdirectory.
	d.	If the request is for a new user, notify the user by phone or mail of his/her UserID and password and ask that the user contact the Functional Lead or Business Analyst for information about using SFTP.
	e.	If the request is for a change to a user’s access, the supervisor will be notified that the change has been completed when the Remedy Ticket is resolved.
	f.	File the request form.
	g.	Resolve the Remedy Ticket.

The Functional Lead or Business Analyst will provide instructions to the user for the SFTP process for the appropriate application.

Here is a link to obtain WinSCP, which is a secure FTP client for the Windows environment:

http://www.und.nodak.edu/dept/undhelp/downloads/softwaredownload.htm

Access for SFTP must be renewed annually. A new request form (NDUS-CND-014) is required by July 1st of each year. The request will be processed by August 1^st. The Security Team will notify each SFTP user via email to remind the user, and if a renewal form is not returned, a delete form will be created by the Security Team. The Security Team will delete those users from SFTP access according to the forms and file the forms accordingly.

Steps to follow when problems are encountered with SFTP access:

If a user forgets his/her password, or when problems are encountered with SFTP he/she must contact the NDUS Help Desk and request that a Remedy Ticket be opened and assigned to the Security Team.

The Security Team will:

a.	Resolve the Problem
b.	Notify the user by phone or mail.
c.	Resolve the Remedy Ticket.

Steps to request access to be deleted from files on the SFTP Server:

The requestor will electronically complete the Access Request for SFTP, NDUS-CND-014, and attach the form to an email that will be sent to his/her supervisor. (The requestor could also be the supervisor in the case of a terminated employee.)

The supervisor will approve, create an Incident via Remedy, attach the forms, and assign the ticket to the ConnectND Security Team. If not approving, the supervisor will notify the requestor.

The Security Team will:

a.	Notify the Functional Lead or Business Analyst, in case a replacement user may need to have access.
b.	Print the form and insert the UserID if not on the form.
c.	Remove the user’s access to the Project directory or subdirectory.
d.	The supervisor will be notified that the deletion has been processed when the Remedy Ticket is resolved.
e.	Attach the form to the original request, and file it in the appropriate deletion folder.
f.	Resolve the Remedy Ticket.

Steps to request the creation of a Project directory on the SFTP Server:

A requestor, usually a programmer/analyst, will electronically complete the Request for SFTP Project Directory, NDUS-CND-016, and attach the form to an email which will be sent to the Functional Lead or Business Analyst depending on the system involved. The form can be downloaded from: http://connectnd.ndus.edu/security/forms_security/

NOTE: The directories on the SFTP Server are to be used to drop off and/or pickup files and NOT for storage.

The System Director will:

a.	Approve, create a Remedy Ticket with the form attached, and assign the ticket to the Security Team.
b.	If not approving, the System Director will notify the requestor.

The Security Team will:

a.	Create the Project directory.
b.	Make the directory available to all programmer/analysts to allow them to create subdirectories, files, etc.
c.	The originator of the Remedy Ticket will be notified that the project directory has been created when the Remedy Ticket is resolved.
d.	Print and file the form.
e.	Resolve the Remedy ticket.

Steps to request the deletion of a Project directory on the SFTP Server:

A requestor will electronically complete the Request for SFTP Project Directory, NDUS-CND-016, and attach the form to an email that will be sent to the Functional Lead or Business Analyst depending on the system involved for approval.

The System Director will:

a.	Approve, create a Remedy Ticket with the form attached, and assign the ticket to the Security Team.
b.	If not approving, the System Director will notify the requestor.

The Security Team will:

a.	Delete the Project directory
b.	The originator of the Remedy Ticket will be notified that the project directory has been deleted when the Remedy Ticket is resolved.
c.	Print and file the form in the appropriate deletion folder.
d.	Resolve the Remedy ticket.