Organising and storing files
Problems often arise unexpectedly, and on the most unsuitable occasions. If the worst comes to the worst and your computer crashes – do you have backup copies of your files, such that you can continue working? Spend some time reviewing how you store your files.
There are three recommended locations for co-workers to store files:
1. OneDrive – get things done wherever you are
One recommended location is OneDrive. Each co-worker has 5 TB of storage available, and there are many advantages of storing files on OneDrive. These include:
- The ability to collaborate on Office documents. Several people can have a document open and edit its contents at the same time. This means that it is not necessary to email different versions of the document back and forth.
- You can open documents on different units, for example on a work telephone or tablet computer using the OneDrive app. You can also access and edit files through Lisam.
- Access your most recent documents is rapid in the Office package, for example when attaching files in Outlook.
- Backup copies are automatically taken.
OneDrive is a service that is included in Office365, and you gain access to it through your LiU account. A userid for logging in has the form: firstname.lastname@example.org. When you have installed OneDrive, it becomes available in the same manner as a directory in Explorer (Windows) or Finder (Mac).
Instructions for getting started (Windows)
2. Fillagret – a location for secure storage
A second recommended location for storing files is an area known as “fillagret” (network file storage at LiU). Backups of fillagret are regularly taken, which means that if data is lost for any reason, it can in most cases be recreated.
Do you have large volumes of research data to store? Contact the LiUIT Helpdesk – it is possible to obtain directories with extra storage for different projects. Never store research data or course material locally on your computer without a backup.
Personal space for storage of files in the central storage system (maximum 10 GB) is included in standard and limited IT subscription. If you wish to increase the storage space to more than these 10 GB, it is possible to purchase extra space in accordance with the price list below. The central storage system is backed up on a regular basis, which means that in the majority of cases of data loss, recovery is possible.
There are three types of commons folders in the central storage system. In order to access these, the user needs a personal file storage account. The cost of a shared folder is based on its size.
- Departmental folder (unit folder) - Many departments and units have a shared folder in order to share information and documents relating to common matters. All users of the file storage system at the department/unit are automatically authorized to use this folder. The basic size of a departmental folder is 250 GB.
- Subfolder with limited access - Sometimes a folder is required in the departmental folder that only certain people in the department have authorization for. All users who should have access to this folder must belong to the department. It is not possible to specify the exact storage space for this folder as this is calculated together with the departmental folder.
- Collaboration folder - When people from several different departments are working together, it is often practical to provide a common work area in the file storage system. Everybody holding a file storage account (including students) may be given access to this collaborative folder. Administratively, the department/unit pays for the folder and those requiring authorization for the folder get in contact with the person responsible for accounts at the department/unit.
Application for file storage account
An application for a file storage account is made with the person responsible for accounts in the respective department/unit. The person responsible for accounts takes care of the majority of account management through the LiU account management portal, but can also use the following forms to order accounts and folders through the LiU IT Helpdesk.
3. Filevault – encrypted storage with high security
The file-storage service known as “Filevault” will enable LiU co-workers to store personal data and sensitive data with a high level of security. Filevault satisfies the requirements of GDPR and the Guidelines for Information Security at LiU. Its use has been approved by the LiU data protection officer. Filevault uses encrypted connections and logs all modifications made to files. The files are stored on an encrypted server located in a locked location protected by alarms.
Filevault has approximately the same appearance and works in approximately the same way as the previous file-storage service at LiU, “Fillagret”. The security functions in Filevault operate in the background, without the need for users to be aware of them. The security functions are under continuous development, to meet new and changed requirements and threats.
The cost is SEK 1,200 per terabyte (TB) and year. Purchase of storage space must be in units of a complete terabyte. Contact the Helpdesk at LiUIT to obtain help from an IT technician if you want to take out a subscription for your group or division.
4. Locally on your computer – make sure that you take backups
It is also possible to store files locally on your computer. In this case, however, you are responsible for ensuring that the files are backed up. Files that are locally stored on your computer are not automatically backed up, and the IT Division cannot help to restore these if they are lost.
Allway Sync is no longer recommended
The IT Division has received reports from several co-workers that files have disappeared when using this software. In other cases, the program has completely failed to create backup copies, without giving a warning about this.
The IT Division has investigated these problems, and now recommends that the software no longer be used. The error in which files disappear is not one that the IT Division can do anything about. One of the causes of the problem is the way in which Allway Sync is configured, in combination with some of our networks. If files disappear when you use Allway Sync, the IT Division cannot recreate these files.
The use of certain services is deprecated
Given the situation that has arisen with Allway Sync, we encourage you to store your files on OneDrive, independently of the tool you have previously used. The tools that have generally been previously used include Allway Sync, Box and Dropbox. These are no longer recommended, for different reasons. The cloud-based service OneDrive, in contrast, has been approved for use until further notice: it has been examined by our legal specialists and has been subject to an analysis of risks and vulnerabilities.
There are many advantages to using OneDrive – one of which is that each user has 5 TB (terabyte) of storage space. Other advantages are that you can access your files from any computer using a web browser (via Lisam), and that you can share files with both colleagues at LiU and people in other organisations, simply by providing a link to them.
The LiUIT Helpdesk can provide help with converting to OneDrive
Contact the LiUIT Helpdesk on telephone (013) 282828 to obtain help with changing the location at which your store your files. The personnel at the Helpdesk can answer questions concerning your particular situation, and can use remote assistance on your computer to help you carry out the recommended changes.
Self-help and advice
- Moving files from Box to OneDrive (Windows)
- Moving files from Box to OneDrive (Mac)
- Using OneDrive on an iPad/iPhone. It is, for example, easy to scan a whiteboard covered with notes and save it as a PDF-file. It is also easy to move photos from the gallery on your telephone to OneDrive, where you can rapidly access them from your computer.
Last updated: 2019-04-08