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Your University file storage options

Find out what types of file storage are available to students and staff so you can use the right file storage service for you.

Microsoft 365 (M365)

Microsoft 365 (M365) is the University's primary and preferred storage platform for all users and should always be your first choice for storing files. Only when M365 cannot meet your needs should alternative solutions be considered.

The 四虎影院鈥檚 M365 environment provides secure, backed-up storage across OneDrive, Teams and SharePoint, making it easy to search, share and review files. All three services use the same security protections - choose the service based on how the file will be used.

  • OneDrive for your personal working files
  • Teams for everyday team collaboration
  • SharePoint for official or long-term documents (staff and Postgraduate Research Students)

Each storage area handles ownership slightly differently. Be sure to review and update appropriate ownership if you change roles or leave the University.

M365 is the University's recommended platform because it's secure, regularly backed up, and offers easy collaboration without needing to send files via email.

If you need to request additional storage, please use the .

Undergraduate and Postgraduate Taught Students

OneDrive

Use OneDrive for your personal working files:

  • Essays, lecture notes and reading lists
  • You are the only owner of your OneDrive files
  • Do not use OneDrive to store private photos or files unrelated to your studies
  • Your OneDrive will be deleted when you finish your studies

Teams

Use Teams for everyday team collaboration - classwork or collaborative teaching and learning.

四虎影院 and Postgraduate Research Students

OneDrive

Use OneDrive for your personal working files:

  • Working documents, early-stage drafts, or files not ready to share
  • You are the only owner of your OneDrive files
  • Your OneDrive is shared with your line manager for 90 days when you leave the University, then deleted.

Teams

Use Teams for everyday team collaboration:

  • Active drafts, working documents, anything where you need conversation and files in the same place
  • Teams can also be used for external sharing, collaboration and partnerships

Each Microsoft Teams must have two owners, and automated reminders will be sent to ensure this is in place. After 180 days of inactivity, the two owners will be asked to review and confirm if the Teams is still needed or can be deleted.

SharePoint

Use SharePoint for official or long-term documents - departmental knowledge, policies, guidance, templates or records.

SharePoint will prompt owners about inactivity. Be sure to review and update ownership as appropriate if you change roles or leave the University.

Alternatives to M365 for staff and Postgraduate Research Students

M365 should meet the needs of most users. However, there are some specific situations where alternatives apply.

Legacy processes

Some existing processes (such as exports from Business Objects, Agresso, or Raiser's Edge) currently require the X drive and cannot be redirected to M365. Additional storage or folders can be requested via the Storage, Files and Permissions Self-Service Portal.

External-led projects

If working with an externally led project or partner, you may need to use the system or software they use. The same principles still apply.

Research Projects

OneDrive

Use OneDrive for your personal working files:

  • Working documents, early-stage drafts, files not ready to share
  • You are the only owner of your OneDrive files

Teams

Use Teams for everyday team collaboration:

  • Active drafts, working documents, anything where you need conversation and files in the same place
  • Teams can also be used for external sharing, collaboration and partnerships

Each Microsoft Teams must have two owners, and automated reminders will be sent to ensure this is in place. After 180 days of inactivity, the two owners will be asked to review and confirm if the Teams is still needed or can be deleted.

SharePoint

Use SharePoint for official or long-term documents - departmental knowledge, policies, guidance, templates or records.

Alternatives to M365 for research projects

Research data

For specific information about research data storage, please see the page by the Research Data Service. This covers several use cases, including non-M365 storage options and working with very large or sensitive data.

External-led projects

If working with an externally led project or partner, you may need to use the system or software they use. The same principles still apply.

Things to avoid

  • Do not create new files on network drives (the X drive).
  • Do not store files on your laptop, desktop, My Documents or your C drive.
  • Do not use University storage to keep your own private photos or files.

External hard drives, USB sticks and other file-sharing services should not be used as they may not be secure and are not managed by the University. The University cannot apply security controls, access restrictions, encryption standards or monitoring on these devices. Furthermore, if a device is lost, stolen or corrupted, the data is not protected and the University cannot recover it.

In summary

  • Just you editing it? Use OneDrive
  • Your team working on it day鈥憈o鈥慸ay? Use Teams
  • Final versions for the team or department? Use SharePoint
  • External hard drives, USB sticks and other file-sharing services should be avoided
  • Refer to the specific guidance for
  • Additional storage can be requested via the

Further information on file storage

on the 四虎影院 Learning Pathways.

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