Consolidating the number of places data is stored reduces the risk of data loss or cyber security storage incidents. Below are the University of Otago-recommended storage platforms that address requirements in line with the University's IT principles and standards and the IT roadmaps.

Recommended data storage locations Locations not recommended for data storage
Microsoft 365 OneDrive and Teams Email
High Capacity Storage (HCS) Your personal devices
Globus Data Publication USB devices (apart from one-time transfer only)
Otago Research Information System (ORIS) Your computer’s hard drive (if it's your only copy)
Research Data Management Platform Your personal or home cloud storage
NZ eScience Infrastructure (NeSI) Portable hard drives
Patient management systems  
Research PACS (Picture Archiving Solution)  
OurDrive  
University AWS and Azure environments  

Microsoft OneDrive has replaced Syncplicity and is now the default file storage location for University staff. There is a default 1TB OneDrive storage quota for each staff member and, like Syncplicity, OneDrive files and folders can be shared and synchronised across your devices. They are backed up and previous versions are recoverable for up to 90 days.

Official University Records must be stored in OurDrive.

If you would like further detail around storage options and for various scenarios to assist with your storage enquiry, see the Data Storage Location Guidelines on the ITS Plans, Projects and Policies page:

Enterprise Architecture Office Data Storage Location Guidance (PDF 405KB)

Microsoft 365 file storage recommendations (OneDrive vs Teams site)

Microsoft 365 OneDrive

  • OneDrive is the recommended place to start creating/editing a document while working on it. You can move the document over to your Microsoft 365 Teams site when you are ready to share with a wider audience
  • Individual files or folders can be shared to either individual University of Otago users or externally
  • Storing Office (Word, Excel, PowerPoint etc.) documents in OneDrive is recommended

Microsoft 365 Teams site

  • Share files and collaborate live with your team members or project team
  • Individual files or folders can be shared with external organisations

High Capacity Storage (HCS)

HCS is the recommended place to put large files (> 10GB) or large numbers of files (> 1000 per folder), such as large research data sets. It is useful if complex file and folder permissions are required for staff/students, if particular storage protocols are required (e.g. CIFS), or if high performance file storage is required.

HCS sharing options

  • Share internally via folder permissions using Active Directory Groups
  • Share externally using Globus Publications and Sharing modules
  • Share externally by moving files (if they are less than 10GB in size) into Microsoft 365 Teams or OneDrive
  • Via the Research Data Management platform (as it will access HCS)

Further information

Last updated 24/11/2021 10.13 AM

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