Information management

At the University we deal with all sorts of information as part of our teaching, research, administration, and business activities. The data we use and create from these activities is valuable. It is everyone's responsibility to protect the University's information from unauthorised access and accidental loss.

At the same time, we need to make sure that we can access the data we need, when we need it, from wherever we need it. We also need to be able to share information with our colleagues and partners.

Digital Technology Solutions (DTS) provides a range of solutions to support staff with getting things done, collaborating with colleagues internal and external to the university, and ensuring that the information is protected and backed up. The table below provides a short list of University-supported storage solutions. For more information, see Digital Technology Solutions (DTS) Guide for Getting Things Done.

What do I need to do?University supported solution(s)What is it?How do I get started?

Store ‘me’ documents that don’t need to be widely shared, such as early drafts or documents for private use.

OneDrive

A cloud based My Documents folder available online from any device or computer. It can even be accessed offline by synchronising your files on your computer. OneDrive is already installed on University managed PCs. See here for instructions for Macs.
Communicate with my team and centrally share our ‘we’ documents. Teams A hub that brings together file storage, chat, notebooks, and task management in one convenient location. See the getting started guide.
Store documents in a centralised location or view information from another team or area of the business, such as through The Loop.

SharePoint

A cloud-based document management system great for sharing information in a controlled way. It provides advanced functions for managing documents, lists and workflows. Request a new SharePoint site through the DTS Service Portal

Store large amounts of data that are not viable to be stored on Teams or SharePoint
E.g. Research data or media rich content

Share Drive
(Cloud-hosted)

A share drive option suited to host files that have large data or compute requirements Submit a request on ServiceNOW by clicking here
Store finalised records. Trim The University’s Electronic Document and Record Management System for the storage and sharing of critical business information including records. Refer to the Trim webpage for more information.

Other Storage Solutions

In addition to the storage platforms listed above, a number of other solutions have been previously used. These solutions are now recommended to migrate to the solutions listed above that provide improved collaboration options, are backed up and are more secure.

Name What is it? What is the recommended replacement?
C: drive The hard drive on your computer C: Drive is not suitable for storage as it is not backed up. Save your documents and other files securely to OneDrive or Teams instead.
USB thumb or hard drive Portable media device (user supplied) This type of storage is not suitable for use as they are not secure, not backed up and are easily lost. Save your documents and other files securely to OneDrive or Teams instead.

Shared Drives hosted on-premises

(Such as O:, R: or S: drive)

Shared network storage areas arranged by schools, faculties, divisions, or research groups.

Teams and SharePoint provide much more functionality and are the recommended alternatives.

For specialist requirements such as large datasets that have large compute requirements, alternative cloud hosted storage is available as listed above