UC provides various storage tools for students and staff. You can use any combination of options best suited to your needs.
- Dropbox - Academic and research staff can use Dropbox via our enterprise license.
- Onedrive for Business - this is the default storage option provided to students as part of their Office 365 account. This is not currently available to staff.
- P drive - everyone with a UC IT account is given a personal network drive to store files for their use only.
- K and U drives - staff (academic, research and general) are able to request and/or access K or U drives to store data they wish to share with other members of staff.
Dropbox is a cloud file storage service that lets you share, synchronise, and collaborate on documents across the University and with an even wider group of collaborators in academia and industry.
UC has an institutional subscription which allows you virtually unlimited storage space.
This article covers:
- What is Dropbox
- Joint research projects
- Funding bids
- PG supervision
- Accessing files off-site and around the clock
- Allowing visitor and time restricted access to selected files and folders, while maintaining high levels of security for the data you need to keep private
- Sharing files with colleagues and groups
- Co-authoring documents
- Collaborating on Dropbox Paper documents
- Requesting and collecting files from colleagues
- Dropbox Paper
- File size and upload limits
- UC Dropbox account vs personal Dropbox account
- Free for staff: your UC Dropbox account is covered by our enterprise subscription.
- Unlimited storage: Personal Dropbox accounts have a storage limit between 2GB and 1 TB. Your University Dropbox account has no storage limits, allowing you to store all your working files and media without fear of running out of space.
- Access anywhere: once stored on your University Dropbox account, your documents can be opened from your phone, tablet, laptop or browser.
- Data security: only you and your collaborators can see your files. Folder owners control who sees what. For more information, see data security section below.
- Smart sync: your device's storage becomes virtually limitless with Smart Sync, a Dropbox feature that makes all your documents available on your devices while downloading only the ones you open.
- Version history and recovery: revisions of Dropbox documents are kept for the life of the document, allowing you to easily recover files and restore previous versions.
- Is Dropbox secure?
- Dropbox and encryption
- Privacy of DropBox content
- Where does Dropbox store my data?
- Highly confidential information
- health data
- personal financial data
- employment records
- culturally sensitive information
- commercially sensitive information
- location data of endangered or protected ecosystems
- student information and records, including exam questions
- File version history, deletion and auditing
- Data management requirements
- Data ownership of external research collaborations
- Can I share files with external researchers and collaborators?
- What happens to my data when I leave the University?
- Personal files on my University Dropbox account
- Personal files can be kept in a personal folder on your University account. Content remains private, so long as you do not make the folder shared. However, the data in your personal folder remains subject to the University’s IT Policy Framework and the Staff Code of Conduct and can be audited if required.
- It is possible to link to your existing personal Dropbox account through the desktop application, without it becoming a folder within the UC Dropbox account.
- If privacy is a high priority for you, we would advise you to maintain a personal Dropbox account for your personal files (keeping personal files personal)
What is Dropbox
Dropbox is a cloud file storage service that lets you to share, synchronise, and collaborate on documents across the UC and with an even wider group of collaborators in academia and industry.
UC has an institutional subscription which allows you virtually unlimited storage space. If you already have an account, you are invited to join the UC enterprise account, where there is an added benefit of greater security and backup and support. You can even keep your personal account and link it through our desk top application – maintaining privacy but allowing greater access to your data in one place.
Some things you can do with your UC Dropbox account include:
Paper is a collaborative document editing service that is built into your University Dropbox account. Paper is designed from the ground up to let you and your colleagues co-author and comment on documents in real-time.
Unlike conventional office documents, Paper works with a range of media. Paper documents are designed to live and evolve online and can be accessed from your browser as well as from the Paper app on iOS and Android devices.
Like other files on Dropbox, your Paper document also has version history and tracking. Learn more about Paper...
File size and upload limits
File size limit
There is no file size limit. Your UC Dropbox account allows you to store files of any size or type. However, your upload speed may vary depending on the file size and the network you're using.
There is a 50GB limit per file upload if you are accessing Dropbox through your browser.
UC Dropbox account vs personal Dropbox account
What is the difference between a University Dropbox account vs a personal account?
Your UC Dropbox account allows you to securely store and share documents for work/research purposes. Some of the benefits of your UC Dropbox account include:
Is Dropbox secure?
Data within Dropbox is considered highly safe and secure. As with any computer storage system, there is always some risk of unauthorised access or the accidental sharing of data. It’s important to note that Dropbox is designed for sharing with others it is not the only or best solution for secure, private and long term storage of sensitive data.
For added security, you have the option to encrypt sensitive information – such as budget details for a project (this can include file encryption or password protection) before adding it to Dropbox.
If you have concerns about the content or type of information you wish to share, contact the Dropbox support team and we can advise you on the best way to keep your data and documents private and secure.
Please note that you are still responsible for the data you place on Dropbox. Please be mindful of who you grant access to your files, and consider that the specific requirements for your data may not align with Dropbox's capabilities (i.e. that some data should never be shared in its original form).
Dropbox and encryption
You can store confidential and sensitive information on your University Dropbox account, provided it is encrypted before uploading.
Datasets that contain identifiers should be de-identified first before uploading to Dropbox. If in doubt, always encrypt your data and be mindful about sharing the data. Dropbox is designed as a tool for sharing and collaboration – it is not the only storage solution and may not be the best solution if your data must be kept confidential.
Privacy of DropBox content
The only people who can access your files are you and the collaborators whom with you selectively share your files. The owner or administrator of a folder can appoint other people as owners, so it is important to know who is able to share folders if you will be storing sensitive files.
In the case of an audit investigation, University systems administrators may be directed to access your account - as they are able to do with other IT services (such as email, desktop devices or networked storage drives). Such access is in accordance with the IT Policy Framework and the Staff Code of Conduct. If such a request is made, the systems administrator would access the account solely for the directed purpose of the investigation. We expect this provision to be used very rarely.
Where does Dropbox store my data?
Dropbox data is stored in the cloud, using US-based servers, however this is changing to Sydney based servers in 2020.
Highly confidential information
In research terms, highly confidential information is anything containing identifiable information, such as:
File version history, deletion and auditing
You can recover deleted Dropbox files and file versions for up to 120 days from the deletion and unlimited version history.
An immutable activity log is available for your files, allowing you and ICT system administrators to see who interacted with a file, and the nature of those interactions. These audit logs (of all changes and deletions) are kept forever.
If you need it, secure deletion of files is available upon request.
Data management requirements
The creation, use and sharing of research data at UC is governed in accordance with the Research Conduct Policy, and must comply with the requirements for ethical and socially responsible research and commercial research, including relevant Government regulation (such as the Privacy Act 1993)
Data ownership of external research collaborations
The University does not assert ownership of data that originates externally, even if it is uploaded to a University-licensed/managed system and resides there - the act of uploading a document or data does not change the ownership rights, nor impact Intellectual Property rights.
It is important that research data and records are held in University licensed/managed systems so that full backup, disaster recovery and data integrity safeguards are available to protect research outputs, and that data is retained to comply with funding obligations and government regulations.
Dropbox is one of several options for data storage at UC – but it’s important to note that its strength is as a tool for sharing and collaborative research, rather than being the best or most appropriate location for storing large amounts of raw data that will be primarily used internally.
Can I share files with external researchers and collaborators?
Yes, you can share files with colleagues from outside UC. However, please be mindful of the types of data you share, and of any contractual or commercial obligations that may cover your data.
What happens to my data when I leave the University?
Your University Dropbox account will be subject to the University's exit procedures and data retention processes.
Personal files on my University Dropbox account
Dropbox is provided to support your work as an employee of the University.
Still Need Help?
This article covers:
- About OneDrive
- Get OneDrive on your mobile
- Get OneDrive on your desktop
OneDrive for Business is a part of the Office 365 package. OneDrive for Business is cloud storage that allows UC students to store, sync and share up to one terabyte of files across multiple devices for free.
We strongly recommend using it, as the cloud storage provided by OneDrive allows you to backup files you have saved to your personal device. This could potentially save hours of work and frustration if you were to save your files to one location, and those files were to become inaccessible for whatever reason.
Additionally, OneDrive also lets you access your files from anywhere you have Internet access.
Get OneDrive on your mobile
OneDrive can be installed for the following mobile devices:
For more information see the Office 365 FAQs.
Get OneDrive on your desktop
A more convenient option to automatically upload and sync your folders and files with your OneDrive is to do it via the OneDrive desktop app. This will create a OneDrive folder on your device that will automatically back up any files within that folder to your OneDrive. Any changes that are made to files within this folder are automatically synced with OneDrive and therefore backed up online, saving the need for you to upload your documents to OneDrive manually. To download the OneDrive desktop app, please click here.
Once the OneDrive desktop app has downloaded, follow the prompts and enter your email address, select sign in and enter your password when prompted.
When it comes to installing the OneDrive desktop folder on your device, for ease of use, you’ll want the folder in an easily accessible place such as your desktop. You can choose where the folder goes at this screen by selecting change location.
Click Next when complete. When you’ve located the OneDrive folder (it will look different to a regular folder as it has a cloud image on it) try copying some files that aren’t open into the folder. If you then navigate to the web version of OneDrive, you should see a copy of the files you copied to your OneDrive in the web version of OneDrive. Before continuing to use the OneDrive folder, be sure that your OneDrive folder is uploading any new documents to the web version of your OneDrive, and any changes made to existing files in the folder are automatically synced with the web version of OneDrive.
Still Need Help?
This article covers:
- Local storage options for staff
- access to,
- creation of, or
- restoration of
- Personal (P) drives
Local storage options for staff
K Drive - a shared departmental drive that is backed up daily.
U Drive - a universal/shared drive that all departments have access to. Access is specifically set up for appropriate users eg, between HR and ITS.
data stored in these locations, click here.
SharePoint - Increasing numbers of Departments across UC are storing data on SharePoint, a content and document management system that is accessed through an internet browser such as Internet Explorer.
Click here to request access to SharePoint or to make an enquiry about this service.
Personal (P) drives
Learn about quota for P drives here.