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Data storage

On this page, you can find an overview of data storage solutions which may be useful when processing or handling data, and when archiving data in final form.  ­


Data storage - processing data

Network drive (U drive)

  • Use: A personal drive where employees can store files and documents. The drive cannot be shared with other parties.
    When you work with personal data, the best place to store this data is on AU’s network drive.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements:  Very secure way to save and store data, such as personal data, that no other parties may view or access.
    There are no special security requirements, since security is built into the system. If you are not logged onto AU’s network, you can only access your personal drive using VPN and two-factor authentication.
  • Back-up/back-up copies of data: Takes place automatically.
  • Ordering: All employees are automatically assigned a personal drive in conjunction with their employment.
  • Manuals and supportContact your local IT support team

Shared drive or shared folder (O drive)

  • Use: A shared drive enables employees to store and share files and documents with each other. When a shared drive has been created, users will only be able to view and have access to the folders to which they have rights.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements:  Very secure way to save and store shared data, which only parties with viewer rights can access. 
    Rights are assigned by the owner of the shared drive. The owner/user is not subject to any other special security requirements, since security is built into the system. 
    If you are not logged onto AU’s network, you can only access your personal drive using VPN and two-factor authentication.  
  • Logging: You can order ‘logging’ of a shared folder, if you are required to be able to document who has accessed/edited files and documents.
  • Back-up/back-up copies of data: Takes place automatically.
  • OrderingFind guidelines on how to order a shared drive.
  • Manuals and supportContact your local IT support team

SharePoint

  • Use: SharePoint is a collaboration platform that can be used for knowledge sharing and document management. You can, for example, create pages and directories, and have a site for file storage, blogs, discussion forums, etc.
    When a SharePoint site has been created, users will only have access to view the document directories to which they have rights. This is a web-based solution in which files and documents are available online, which makes sharing, storage and availability very user-friendly.
    SharePoint contains a large number of templates that you can use to create sub-sites which can be used by a specific unit or project group.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements: A very secure way to store shared data, since only persons who have been granted rights will have access. 
  • The owner of a SharePoint site assigns rights to the persons who are to have access. There are no other special security requirements for the owner/user, since security is built into the system.
    Both AU employees and external collaboration partners can use SharePoint – although this requires a data processing agreement or non-disclosure agreement to be drawn up, in order to ensure compliance with the General Data Protection Regulation (GDPR). 
    Two-factor authentication must be used to access SharePoint, if you are not on the AU network. 
  • Back-up/back-up copies of data: Takes place automatically. All documents/files are versioned and the last 500 versions are saved as a back-up. Deleted documents are saved automatically for 90 days.
  • Ordering: Contact your local IT support team.
  • SupportContact your local IT support team

Computer hard drive (local C drive) or Mac hard drive (local Macintosh HD)

  • Use: A personal drive where employees can store files and documents. A local drive may not be shared with other parties.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements: The PC/Mac must be issued by AU and must thereby fulfil the conditions in relation to operating system, patching, antivirus and encryption. 
    Any AU data temporarily stored locally on your PC/Mac must always be encrypted.  Find information about encryption.
    The local hard drive may not be set up to be shared on AU’s network.
  • Back-up/back-up copies of data: You are responsible for this.
  • Ordering: Does not have to be ordered, since the drive is on the PC or Mac issued to you.
  • SupportContact your local IT support team

External hard drive

  • Use: A personal drive where employees can store files and documents.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements: This must be an external hard drive recommended and approved by AU. 
    Any AU data stored on the device must always be encrypted. Find information about encryption.
  • Back-up/back-up copies of data: You are responsible for this.
  • Ordering: From the faculty or central administration’s IT webshop.
  • SupportContact your local IT support team

USB flash drive/memory stick

 

  • Use: A personal drive where employees can store files and documents.
  • Suitable for these types of data: Info is coming 
  • Security and security requirements: This must be a USB flash drive/memory stick recommended and approved by AU. 
    Any AU data stored on the device must always be encrypted. Find information about encryption.
  • Back-up/back-up copies of data: You are responsible for this.
  • OrderingFrom the faculty or central administration’s IT webshop.


Storing/archiving data in final form

There are several things to consider when archiving data.

To ensure that future users of files from the archive know what a given archive contains, it is important to document your data when archiving it. A text file for documenting data will be created. The text file must be completed and attached to each unique data set you place in the archive.

To order a Qstar archive, you must complete this spreadsheet and send it to your local IT support team (see contact details on the right).

 

NB! Please note that changes may be made to the spreadsheet. We therefore ask you to download the spreadsheet from this page each time you need to create a new archive, instead of using a local copy.

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