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Data storage solutions

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

OneDrive

Shared drive or shared folder (O drive)

  • Use: A shared drive enables employees and students 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: See overview
  • 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.
  • Ordering: Find guidelines on how to order a shared drive.
  • Manuals and support: 

ERDA (Electronic Research Data Archive)

  • Use: AU-wide system storing and sharing research data that don't contain personal data or for other reasons require extra protection, e.g. due to IP or strategic concerns. In other words, you MUST NOT store your research data in ERDA if:
    • They contain personal data
    • When you know for certain that your research results will be patented (IP-data)
    • They contain confidential information or IP-covered material from a third party
    • They are of strategic importance, e.g. because sharing can pose a threat (URIS-data)
    • They form part of research subject to export control
    • They must, for any other reason, be protected from unauthorised access
  • Suitable for these types of data: research data, that can be open
  • Backup/backup copies of data: replication takes place automatically, backup will be available for purchase in the future
  • Manuals and support:

SIF (Sensitive Information Facility)

  • Use: AU-wide system for storing research data that contain personal data or for other reasons require extra protection, e.g. due to IP or strategic concerns. Access to SIF must only happen after completion of the locally managed user course. Contact your local coordinator via the SIF guidance portal. 
    In other words, you can store your research data in SIF if:
    • They contain personal data
    • When you know for certain that your research results will be patented (IP-data)
    • They contain confidential information or IP-covered material from a third party
    • They are of strategic importance, e.g. because sharing can pose a threat (URIS-data)
    • They form part of research subject to export control
    • They must, for any other reason, be protected from unauthorised access
  • Suitable for these types of data: research data that contain personal data or for other reasons require extra protection
  • Backup/backup copies of data: replication and backup take place automatically
  • Manuals and support:

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: See overview   
  • 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.
  • Support: Contact 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: See overview   
  • 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.
  • Support: Contact your local IT support team

External hard drive

 

USB flash drive/memory stick

 

  • Use: A personal drive where employees can store files and documents.
  • Suitable for these types of data: See overview
  • 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.
  • Ordering: From the faculty or central administration’s IT webshop.

Storing/archiving data in final form

There are different types of retention for data in final form. In this way, a solution can be found for all data worth preserving, regardless of the form it is in or the need to be able to read the data.

Find information about the different types below. To clarify your own needs for data retention, you can go through this guide. It can help with considerations leading up to data retention.

MS SQL Database storage

Ordering MS SQL database storage

Storage in MS SQL database, Access to data via SQL tools, MS Excel, MS Access, etc. Possibly access via dedicated user interface with minimal functionality.

Storage is ordered through AU-IT.

Guides

Oracle Database storage

Ordering Oracle database storage

Storage in Oracle database, Access to data via SQL tools, MS Excel, MS Access, etc. Optional access via dedicated user interface with minimal functionality.

Oracle data storage is ordered through your local IT support.

Guides

Especially regarding archiving of personal data

See what you need to be aware of regarding archiving personal data

Revised 06.02.2026
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