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.

IT Services 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 IT Services Guide for Getting Things Done.

NameWhat is it?When do I use it?How do I get started?
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.

Use OneDrive as your primary storage solutions for ‘me’ documents that don’t need to be widely shared, such as early drafts or documents for private use.OneDrive is already installed on University managed PCs. See here for instructions for Macs.
TeamsA digital hub that brings together file storage, chat, notebooks and task management in one convenient location.Use Teams to communicate and centrally share your ‘we’  documents.See the getting started guide.
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.

Use SharePoint when you want to provide a centralised place for people to view information, such as The Loop.Request a new SharePoint site through the IT Service Portal
TrimThe University’s Electronic Document and Record Management System for the storage and sharing of critical business information including records.Use TRIM to store your finalised records.Refer to the Trim webpage for more information.

Unsupported Storage Solutions

In addition to the storage platforms listed above, a number of other solutions have been previously used. These solutions are no longer recommended for storage of University data.  IT Services recommends migrating to one of the supported solutions listed above that provide improved collaboration options, are backed up and more secure.

NameWhat is it?What is the recommended replacement?
C: driveThe hard drive on your computerIt is best not to use your C: drive as it is not backed up. Save your documents and other files securely to OneDrive or Teams instead.
O: or S: driveOrganisational shared network storage area arranged by your school, faculty or division as a shared storage area for staffTeams and SharePoint provide much more functionality and are the recommended alternative.
R: driveResearch network storage area arranged by research groups with whom you collaborateTeams and SharePoint provide much more functionality and are the recommended alternative for most research. Researchers with specialist needs (e.g. data sets > 500GB) or using HPC should continue to use R: Drive.
USB thumb or hard drivePortable media device (user supplied)It is best not to use this type of storage as they are not backed up and are easily lost. Save your documents and other files securely to OneDrive or Teams instead.
ownCloudA file storage and collaboration platform provided for research data.Teams is the recommended alternative. It provides very similar functionality to ownCloud but allows larger files to be stored and is easier to share with collaborators outside the University.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.