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Where should I store my files and data?

The below table provides an overview of the locations available for you to store files at Deakin University. This page deliberately and specifically does not include non-file storage repositories and applications (such as wikis, email and blogging).

File Storage Location

Appropriate data types 1

Interfaces 2

Physical Data Location

Sharing 3

Advanced Features 4

      Provisioning   

Home Directories and ‘My Documents’

Personal or Ephemeral data

Network Drive
(Accessible only On Campus or using VPN)

Deakin Campus

No

Snapshots & Self Restore

Automatically provisioned with
your user account

Rapid Share

Temporary Data

Network Drive
(Accessible only On Campus or using VPN)

Deakin Campus

No

None

IAM File Shares

Work Related / Corporate Data

Network Drive
(Accessible only On Campus or using VPN)

Deakin Campus

Yes (Deakin Only)

Snapshots & Self Restore

IAM Sync and Share Folders (Syncplicity)

Work Related / Corporate Data

Web Interface
Desktop Application with Offline Sync
Mobile App (iOS/Android)

Deakin Campus

Yes (Anyone)

Document Editing
Versioning
Secure Sharing

OneDrive
(part of Office 365)

Personal or Ephemeral data

Web Interface
Desktop Application with Offline Sync
Mobile App (iOS/Android)

Cloud Provider

Yes (Anyone)

Document Editing
Versioning
Co-Authoring
Secure Sharing

Automatically provisioned with
your user account

Sharepoint Online

 Work Related / Corporate Data

 Web Interface

Cloud Provider

Yes (Anyone) 

Document Editing
Versioning
Co-Authoring
Workflow and Publishing

Provisioned upon request.
Contact the IT Service Desk

 

1 Appropriate data types

Work Related / Corporate Data is material produced by you as part of your employment or research at Deakin University.

Personal or Ephemeral data is material which is either not directly related to your employment or research - or is ephemeral data such as documents being actively worked on which will later be stored in an appropriate location. An example of this would be a word document being co-authored composed in your personal OneDrive space which will later be stored in a file share or records management system.

The difference between the two types of areas is stewardship. Data stored in personal locations is owned by your personal user account; as a result if you leave Deakin University any data in your personal areas will be lost. Data stored in corporate areas are stewarded by a Faculty, Institute or Division within Deakin University allowing for it to be managed appropriately.

A personal storage area must never be the permanent or long term home for files containing work related or corporate data.

Temporary Data is material that is stored only for a short period of time before it is automatically deleted - such as a backup of a workstation before it is re-imaged.

2 Interfaces

An interface is a mechanism by which your files can be accessed.

  • Network Drive - A storage device on a local access network (LAN) which is mapped over the network to a drive or volume on your workstation.
  • Web Interface - A web browser based interface which can be used to access your files.
  • Desktop Application - Software which is installed on your workstation to provide access to your files and features such as offlne syncrhonisation allowing you to access your files on and off the network.
  • Mobile App - Software which is installed on your mobile device to provide access to your files and features such as document editing and offline syncrhonisation allowing you to access your files on and off the network.

3 Sharing

Sharing indicates whether the file storage location can be shared between multiple people.

4 Advanced Features

  • Document Editing - One or more of the interfaces to your files support editing of common document formats such as Microsoft Word, Excel and Powerpoint. Interfaces that support document editing are generally Mobile Applictions and Web Interfaces.
  • Snapshots & Self Restore - At specific points in time a 'snapshot' is taken of the current state of all files stored in the location. These snapshots can be accessed from your computer allowing you to retrieve copies of files from different points in time.
  • Versioning - Each time a file is modified in the storage location it is saved as a different version allowing the file to be rolled back to a previous save point. Versions are generally retained only for a limited time and a limited number of versions.
  • Co-Authoring - Using the built-in editing features multiple people can edit a document at the same time.
  • Secure Sharing - Files can be shared from the location to other people using a time limited or password protected link.
  • Workflow and Publishing - Files and other content can be published via the web. Documents can be configured to follow specific workflows for approval or review. 


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