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When working from home on either personal or University-owned devices, no University data or files should be stored on your device's local drive or any external hard drive connected to your computer. |
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Individual File Storage Options
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OneDrive for Business |
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You can choose to share files with others within and outside the University.
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Home Folders (U: Drive) |
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To access your U: Drive from off-campus, you must be signed into the University's VPN. See File Storage - Mapping Network Drives for information on how to connect to your U: Drive.
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Working with group work-related files
Microsoft Teams
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Group Collaboration and File Storage and Sharing Tools
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Microsoft Teams |
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UAlbany faculty, staff and students can create a Team in Microsoft Teams that provides 1TB of storage for files for your team.
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Microsoft 365 Groups |
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Department Folders (V: Drive) |
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It is a collection of shared department folders. When a member of a particular division looks at their divisional space they will only see the department folders for which they have been granted access. So, the view may be different from one person to the next.
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SharePoint Team Sites |
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(To access your V: Drive from off-campus, you must be signed into the University's VPN. See File Storage - Mapping Network Drives for information on how to connect to your V: Drive.)
For members of each division, this file space is typically mapped as their V: drive on a University computer running Windows.
Other File Storage Options
ITS recommends the storage and collaboration tools listed above. There are other options for specific uses available.
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Research Tools
Tool | Features | Use Cases |
Research Folders | 10TB Research Lab Folder storage | Secure storage for research-related files and data |
Project Management Tools
Tool | Features | Use Cases |
Smartsheet | Project management and collaboration | Managing projects, assigning tasks, tracking progress |
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If you are unsure which file storage option best suits your need, please visit the comparison chart. |
If you are working with data subject to federal, state, or local regulations, or declared sensitive and personally identifiable (Category 1 data) by the University, please refer to Category 1 Storage Standards for guidance on appropriate storage locations.
Emailing Sensitive or Protected Data
A common need different from "sharing" files is emailing other parties a copy of the current or final version of your file. It is very quick and easy to accommodate the need to distribute a file, but it has its limitations. You may continue working on the original file, but the other parties do not see any updates to your work unless you choose to send them another copy. . This creates multiple copies of content which can lead to confusion.
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You must also be careful when sending a file containing sensitive or protected data. Such files sent in email to non-UAlbany email addresses travel over the public internet in plain text. It is highly recommended that such data be encrypted using one of the procedures below before attaching the document in email:
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