Storage and file sharing

Explore the options available for storing, managing and sharing files with colleagues and collaborators. By using approved tools and services, you help safeguard data and be compliant. 

• Storage
• Data management
• Unapproved tools
• Best practices and choosing the right tool

Featured tools

These tools are suitable for most users' everyday needs. 

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.