Storage and file sharing
Ideal for most users' everyday storage and sharing needs.
- Store files in personal or shared drives.
- Share files with staff and students and restrict access.
- Collaborate with others in real-time.
- Quickly transfer ownership of files.
Ideal for storing files that are large or need to be kept on campus.
- Store files in your personal or shared filestores.
- Data is kept within the University network (sometimes an important requirement for research grants and data providers).
Ideal for sending large or sensitive files.
- DropOff is suitable for sending files that are too large for email, to staff, students and external recipients.
- Deposit is suitable for sending confidential or large files to tutors. Data is handed internally and securely.
Storage
- Google Drive
Cloud storage for files including shared storage functionality. - Filestores
Store and access your work files within the University filestores. - Webfiles
Host large static files on the web that are not suitable for York web servers. - Microsoft OneDrive
Store and access your University files in the Cloud. - Trusted Research Environment (Data Safe Haven)
Store and process sensitive data in a secure environment. - Vault
Archive files in cold storage.
Data management
- Backups
Takes copies of data from University filestores regularly that you can use to recover files. - DropOff and Deposit
Securely exchange files with staff, students and people external to the University. - File access auditing service
Satisfy compliance requirements by monitoring actions taken on sensitive files stored within storage filestores. - File transfer: SFTP, SCP and Rsync
Transfer files between your computer and your University filestore. - Revision and version control
Manage changes to files.
Data management for research
Storage and transfer options for research projects, which handle large, complex and confidential data.
Unapproved tools
You must not use other third-party tools, such as Dropbox. While these may seem convenient, they can pose significant risks.
- Limited security and compliance issues: these services often lack the robust security measures in place for our approved tools.
- Reduced support: IT Services cannot provide full support for problems or security issues related to unapproved tools.
Have a unique requirement that can't be met by our approved tools? We're here to help you find the best solution that balances convenience and security. To discuss specialist storage requirements, please contact IT Services.
Best practices and choosing the right tool
To choose the right tool, consider the following:
- Data sensitivity: classify your data as public, internal, confidential, or secret. Each classification has specific requirements. Get help with data classification.
- Collaboration needs: determine how you’ll work with others. For example, Google Drive is a great cloud-based option that allows you to collaborate in shared drives and edit files together. Determine the level of collaboration required.
To maintain file security, you should:
- Collaborate in shared spaces: if working within the University, store documents in a shared Google Drive. This ensures continued access even if the original owner leaves.
- Use approved tools: stick to University-approved tools and services to maintain security and compliance.
- Avoid public sharing links: share files only with specific people or groups. Public links can be accessed by anyone and may lead to misuse.
- Keep personal cloud storage separate: mapping personal cloud storage (like Google Drive or iCloud) directly to your University device creates security risks. It can increase the chance of data leaks, accidentally transferring harmful files, or making your device vulnerable to cyberattacks. When using University devices or networks, access personal cloud storage through your web browser only.
Need help? Check out our files and organisation skills guide.
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