There are many storage options available to faculty, staff and grad students. Refer to the Guidelines for secure data exchange: Choosing information transmission methods based on the security classification. To help choose between the various options, ask these three questions:
- Do I want a space for file delivery/transfer or collaboration? For collaboration work, you need space to store the files, modify the content and collaborate with others. For delivery or transfer of files, you need space for others to be able to access or retrieve the files.
- What kind of data am I storing? Does it contain restricted or highly restricted information?
- Who do I need to have access to the data? Does the data need to be accessed by people outside of UW?
Options for data storage are detailed below. AHS Computing can assist you in determining which solution is appropriate for your given situation (see also: Where do I save my files). Feel free to contact us.
- Use network storage locations instead of local computer drives or USB storage. Network storage locations are backed up numerous times through the day and are less prone to data loss due to failure. On a Windows computer you can browse and restore files from these backups.
- Network drives have access controls in place that use UW credentials (only UW people can access network storage):
- Personal: Your NEXUS account has a small home directory which is mapped as the N: drive when logging on to a NEXUS machine. The storage quota is 10GB and it cannot be increased
- Shared: Each department has space that is used for administrative documents. These are mapped as the R: drive on NEXUS machines. Access is granted as needed to folders on the departmental drives
- Shared: Researchers can request network-based storage for their labs/teams. The starting allocation is 500MB. Email your AHS Computing representative to have network storage set up
- All of the storage space can be mapped (off-campus connections require VPN
- How to map a network drive: Windows, Mac
|Storage Type||Windows Drive Letter||Windows Path||Mac Path|
- Each Faculty, Staff and Graduate student has access to 5TB of cloud-based storage using Microsoft’s Office365 OneDrive
- Storage is for the duration of your enrollment/employment at UW (faculty and staff lose access when they leave; grad students lose access 16 months after their last registration)
- You must activate or claim your O365 account. For more details see Doing more with Office365
- Sharepoint is used for collaboration and document sharing with others on-campus.
- SharePoint uses the NEXUS domain for authentication Only people with a valid WatIAM userid can access content on the UW SharePoint service.
- SharePoint sites exist for most academic and administrative units. Sites can be requested by contacting your AHS Computing Office representative or emailing firstname.lastname@example.org
- Microsoft Teams is an app in Office 365 that supports teamwork by providing a central place for tools and resources. With MS Teams, members can meet, chat, manage and share files, and collaborate on documents simultaneously. Teams allows you to customize your work space, keeps your work secure, and provides a convenient platform to do more, together.
- Sharing Files in Teams means:
- Easy access to shared documents and be able to edit and share with multiple people at a time.
- Files can be shared with Team members that are not part of UW. All Team members must have registered for an online account to join to a team but they do not need to be at UW (i.e. they need a Microsoft account of some sort).
- Files are stored in Microsoft's Canadian data centres
- Chat and video conference: Group chat and video conferencing in Teams allows team members to collaborate and connect easily while working on shared documents
- Find out more at the UW Microsoft Teams page
- Used for secure file transfer – end-to-end encryption guaranteed
- When email is not appropriate – whether because of content type, size or sensitivity
- Upload document to a website and send an email to the recipients who get a link to download the document
- Documents are purged after 10 days
- Can be used to send or receive documents from internal and external contacts (you can create guest accounts to allow external contacts to send you documents)
- For details and instructions on using the service see About Sendit
- A file sharing service similar to Dropbox, OneDrive but hosted at UW in AHS
- Only to be used for collaborative document sharing with external, non-UW contacts where data content is sensitive
- See our AHSCloud page for details
- Limited licenses available. Contact AHS Computing for more details
- AHS Computing can assist in recovering data from computers or drives that have failed. For failed drives, the recovery times can be lengthy and sometimes only partially successful.