Topic outline

  • How to contact us

    Contacting IT:

    • You can visit us on Level 2 (aim for the “Frobisher Lift West” entrance and through the door on the right).
    • You can log a support call on the self service portal on the forum (under apps and tools). (Demo this)
    • You can call us internally on 7487, or externally on 020 7382 7266.

    IT hours of availability:

    • We are available onsite and on the phone Monday – Friday 0830 to 1900.
    • On weekends, and Bank holidays, we are available on the phone 0830 to 1615.

    ServiceNow

    • You can log a helpdesk ticket on ServiceNow by clicking the link on the Barbican Forum homepage.
    • A guide on how to login and use the portal can be found here
    • Once logged in you can report an issue (Fault) or request a service (access to systems/ file permissions ect).

  • Your Network Credentials

    • Your username is first initial and surname (IE John Smith is “Jsmith”).
    • Your network password must be at least 15 characters long, and contain a mix of lower case, upper case, digit and/or special characters. (ie P1n34pple!)
    • Must not contain your name, account name, 2 consecutive letters of your name, or “Barbican”.
    • Expires every 365 days.
    • Remember to update this in any apps or stored passwords on mobile devices so your password doesn’t lock out!

  • Your Network Drives

    • Your desktop is NOT backed up, so please do not store important information here!
    • Your “My documents” folder is actually your personal “i” drive.
    • The “o” drive is departmental only.
    • The “p” drive is a public folder.
    • Backups are run nightly at around midnight.
    • If you need a file retrieving, please contact IT stating file name, type, location and last known date.
    • If you need access to a network area, please contact IT to arrange this.

  • Email & Calendar

    • Your Barbican signature is set centrally. If you need any part of this changing, please contact IT.
    • The marketing information is set by marketing.
    • Use outlook to set out of office replies. File -> Automatic replies. Or OWA, click on the cog icon and then automatic replies.
    • To book a meeting room go to the calendar -> open calendar -> From room list -> Select room. Once submitted, await approval.

  • Staff photo

    • It is important that you create a profile picture to help colleagues identify you.
    • This should be placed as “firstname surname.jpg” in “P:\PUBLIC_MISC_FILES\Staff Pictures”
    • We can also set your image as your security picture if we can get your ID number now.


  • Remote Access Tools

    • You can access all the Microsoft tools, including email, from portal.office.com or outlook.office.com.
    • Simply use your Jsmith@barbican.org.uk address then use your network password when the barbican page is presented.
    • If your job role requires more full featured remote access, and your role doesn't come with a Barbican Direct access laptop, then your line manager can request one.
    • To do this please read the policy here.
    • Your line manager can email - dominic.smith@barbican.org.uk - if they believe your meet the criteria. 

  • Internet

    • The Internet code of practice is on the Barbican Forum HERE. 
    • If you require access to blocked sites for business use, please contact IT.
    • If you require software downloading please contact IT.
    • File downloads are restricted to 100mb. Please contact  IT if you need a bigger file downloaded for you.

  • Barbican Forum

    • The forum is the intranet for the Barbican https://barbicanforum.barbican.org.uk/
    • When using IE you are automatically logged in. With Chrome and Firefox you need to use your email address and network password.
    • Click on “apps and tools” at the top and you can select all the useful tools such as IT, facilities helpdesk, engineering, city people, CBIS, etc.
    • Click on “People” to search for phone numbers.
    • For new starters/leavers use the “IT Forms” under apps.


  • Tips on network security

    • Keep your passwords safe! Don’t write them down or store them somewhere easily readable.
    • Don’t leave sensitive information on your desk.
    • If you suspect you have a computer virus, notify IT on 7487 straight away,
    • Make sure you read the CoL employee handbook on Colnet concerning data security.
    • USB and Disc’s are encrypted as per the Encryption Policy for data protection. Although this shouldn’t wipe data, please back up the stick prior to plugging it in just in case.

  • Phishing emails

    • Phishing emails are emails that appear to be from a legitimate source, but are in fact from a malicious sender.
    • Always check the senders email address



    • If in doubt, you can also check the location of any links by simply moving the mouse over the link.


  • Using the Barbican Telephone System

    • Direct numbers are 0207 382 xxxx (where xxxx is our extension number).
    • All other numbers are 0207 638 4141 and the caller enters your extension.
    • External and internal callers to switchboard (0) can use the voice connect system to say the name of the person they want to speak to or enter the extension number.
    • Call CoL numbers quickly using 54xxxx (where xxxx is their extension number). They can return the favour using 84xxxx.
    • Phones are largely IP phones which enable hot desking. Please call the service desk if you need the pin or the name resetting on the extension.


  • Voicemail

    • Voicemail can be retrieved on 8401 on your handset. Or from another handset internally using 8402.
    • You will be asked to set a new password. This will change every 90 days. This cannot be 4 numbers the same or 4 consecutive numbers (8888/1234/4321).
    • To enter a new greeting its option 6.
    • To delete all messages its option 9.
    • Access voicemail remotely using 0207 382 2352.
    • You should have received an email with your name, pin, and voicemail pin when you started.


  • Printers

    Printers are managed by Facilities, Security and IT.

    • For networking issues, such as printer offline, contact IT.
    • For staff pass issues, such as not being able to log in, contact security.
    • For paper and ink issues, or paper jams, contact Facilities.
    • You can print from any large printer using your pass. Tap your pass on the card reader top log in. Click on SAFE Q to either print from your queue, or scan to your email.

  • Misc

    • Meeting rooms with Skype cameras are the IT training room and the HR meeting room.
    • To book Laptops & Projectors for meeting rooms, please log requests via artifax or via Music Technical.
    • More meetings rooms are planned with projectors and skype functionality in the future.
    • Hardware requests should be sent to Dominic Smith.
    • Software requests should be sent to Andrew Hayes

  • Wi-fi

    • The Barbican has WI-FI onsite. This is a public system that you are able to connect your personal devices to.
    • All the networks run off the same wifi point.
    • There is no corporate network. All networks are open to the internet.
    • “Barbican Free Wi-Fi” is the fastest network.
    • We can configure a network for clients to use for a charge if required.


  • Completion Form