The University’s filestore service is hosted across two data centres, equipped with fire detection, suppression equipment, and secure audited access procedures.
The University's filestore system operates ‘Shadow Copies’, which are taken four times daily. An incremental copy to backup tape is taken nightly, and a full copy monthly. Backups are kept for ninety days. Inactive tapes are stored in on-campus fireproof safes.
Please refer to Summary of Technical Information Security for Information Systems and Services for more detail.
Portable storage devices
The use of portable storage devices (USB sticks, laptops, external hard drives) may be essential for short-term solutions. For instance, while travelling or conducting fieldwork. The master copy of the data should be kept on the University's filestore service and updated with any changes when possible. There are a few tools to use when accessing data away from campus.
It is also advisable to use Encryption to secure files and personal information on portable devices.
The University provides a cloud-based solution through Office 365. The storage and collaborate tools that are offered with Office 365 can be used in tandem with the filestore.
It is advised that you do not upload personal or sensitive data to services the University does not have a contract with. This includes many of the 'free' cloud storage providers (e.g. DropBox and Google Drive). These providers go against funder and University expectations of data storage and are targeted by hackers.