Data Storage & Sharing Overview

As a staff member or student, you have several options for the storing, saving and sharing of your files and data. On this page, you'll find a short description of the options available, along with links on how to get started with each option.

Important to know: if you are collecting, processing and/or storing, personally identifying or sensitive data, you must ensure that you are in compliance with European General Data Protection Regulation and the forthcoming Irish Data Protection Bill, for more information visit the Data Protection section of the Information Compliance Office website.

Who can use these services

Staff, Students

Getting started

When storing data you should consider the following to help you choose the most appropriate service:

  1. Type of data that you are storing
    e.g. Public, Internal, Restricted, Critical

  2. Where you will need to access it from
    e.g. Within Trinity, Outside Trinity

  3. Who you will need to share it with
    e.g. Staff, Students, External Research Partners, Other Universities

For a guide to classify your data type, as per point one, see the Data Classification page.
For information on the sharing and access features of each service, as per points two and three see each service box or the Quick reference grid.

Data storage services

Click each box to learn more about the storage service

Microsoft OneDrive

Microsoft OneDrive provides staff & students with 1TB of personal cloud storage. The service provides storage for many types of files (word documents, pdfs, folders, photographs, video files, etc.).

Sharing & Access: because OneDrive stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with colleagues, students and external partners.

If sharing with external parties they will be required to verify their account prior to accessing the document. More information in OneDrive Basics

Security & Privacy: data will be securely hosted by Microsoft in Europe in compliance with relevant legislation, you should be aware that the security of data held online in OneDrive is dependent on the strength and privacy of your Trinity username and password.

More information: You can view our service page on OneDrive to learn more.

Login: You can access OneDrive through Office 365 at http://office.tcd.ie.

Network Attached Storage (NAS)

The NAS service allows staff & students in Trinity to store data on a central network server, to provide a secure central access point to a large set of data with round-the-clock availability.

Sharing & Access: This centralised data service can be securely shared out to selected staff and students by managing the relevant permissions, based on their Trinity username. NAS data storage folders can be connected to by the approved end users from any computer connected to the Trinity network and from computers connected via the staff VPN service, which allows staff to connect to the Trinity network when off site.

Security & Privacy: data will be securely hosted by Trinity on our campus based servers. You should be aware that the security of data held on NAS storage is dependent on the strength and privacy of your Trinity username and password.

More information: For more information see the Network Storage Service Page

MyZone Google Drive

Trinity's My Zone Google Drive provides students with unlimited personal cloud storage. The service provides storage for many types of files and data (word documents, pdfs, folders, photographs, video files, etc.), it also allows for files to be created in the drive using Google Docs, Sheets & Forms. As this account remains active for students after their time in Trinity, it is ideal for storing assignments and sharing course documents.

Access & Sharing: because Google Drive stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with fellow students, staff, family and friends.

Security & Privacy: data will be securely hosted by Google in Europe in compliance with relevant legislation, you should be aware that the security of data held online in Google Drive is dependent on the strength and privacy of your Trinity username and password.

More information: You can view our service page on Google Drive to learn more. Please note My Zone Google Drive is only suitable for student data and not for staff or research project use.

Login: You can access Google Drive via MyZone at http://myzone.tcd.ie

Storing Data on Trinity computers, laptops and mobile devices

Computers: As all staff access and store data on their Trinity provided Computers it is important to ensure that this data is held securely, staff should ensure that they have anti-virus software installed that their devices are configured securely.

Other devices: Particular care should be exercised when using devices such as laptops, smart-phones, tablet devices, external hard-drives and USB keys to access/store confidential information.

Their size, and ease of portability, increases the potential risk of data disclosure/loss. Such a loss can potentially have a severe or catastrophic adverse effect on Trinity's operations, assets, or on individuals.

It is vital to ensure that this data is held securely, staff should ensure that they have anti-virus software installed that their devices are configured securely and that devices are encrypted to protect data in the event of theft or loss of the device.

It is also essential to ensure that important data is backed up regularly.

Research Databases

Research IT (previously The Trinity Centre for High Performance Computing, TCHPC) offer a number of Trinity wide and consortia/project specific storage facilities and data management services.

How to access this service: check eligibility at the Research IT website.

Things to note: All research data owners are expected to follow the guidelines provided in the Trinity Good Research Practice, the Data Access and Data Management Policy and should be mindful of their obligations under the Data Protection acts.

HEAnet FileSender

FileSender is a web-based application, usable by both staff and students, provided by HEAnet that allows the secure sending of large files. It is not a storage service, as files are deleted after a set time frame.

Access & Sharing: because FileSender is a web based application it can be accessed from any device with an internet connection and used to send files to staff, students and external bodies such as research partners and other Universities.

Security & Privacy: data will be securely sent by HEAnet, and will be held until the date you set as expiry for the file, you should be aware that the security of data held online with FileSender is dependent on the strength and privacy of your Trinity username and password, as these are the credentials you use to access the service

More information: You can view our service page on HEAnet FileSender to learn more.

Login: You can access FileSender via the HEAnet website at https://www.heanet.ie/services/hosting/filesender

HEAnet Media Hosting

This is a HEAnet shared service, for staff and students, which provides facilities for hosting online video content that can then be embedded into any website. The service supports transcoding of multiple video formats.

Access & Sharing: because Media Hosting is a web based application it can be accessed from any device with an internet connection. This service can be used to host files and share with staff, students and external bodies such as research partners and other Universities.

Security & Privacy: data will be securely hosted by HEAnet, you should be aware that the security of data held online with Media Hosting is dependent on the strength and privacy of your Trinity username and password, as these are the credentials you use to access the service.

More information: You can view our service page on HEAnet Media Hosting to learn more.

Login: You can access Media Hosting via the HEAnet website at http://media.heanet.ie/

Quick Reference Grid for Data Storage

What are the features of each service

Storage Type Can I access this from outside Trinity Can I share with staff or students Can I share with external collaborators How much Storage is available What data type can I store here
Microsoft OneDrive * Yes Yes Yes (See methods in 1 Terabyte Up to and including Restricted data
Network Attached Storage (NAS) via VPN with Staff No Depends on agreement Up to and including Restricted data
MyZone Google Drive Yes Yes Yes Unlimited

Personal / Study documents only

Trinity Computers and mobile devices + No No No Device Specific Up to and including Restricted data
Research Databases Depends on agreement Depends on agreement Depends on agreement Depends on agreement Up to and including Critical Data
HEAnet FileSender Yes Yes Yes Unlimited Up to and including Restricted data
HEAnet Media Hosting Yes Yes Yes Unlimited Up to and including Restricted data

Notes:
* OneDrive is not suitable for the large-scale storage of critically sensitive data such as Medical data or large databases of personally identifying data
+ Data up to and including Restricted data can be stored here, provided all steps to secure the device have been taken. Please see Trinity Computers and mobile device information.

 

Related pages

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